Personal Assistant/Team Secretary

Ovations Talent Sourcing; Johannesburg; On-site; ZAR 300,000 - 420,000; Full time

Job summary

Ovations Talent Sourcing is seeking a proactive Personal Assistant to provide comprehensive support to a Senior Manager and their operational team in a banking environment.

Responsibilities include diary management, governance tracking, and coordinating multi-stakeholder activities, with emphasis on discretion and confidentiality. The role also covers administrative support for procurement and onboarding processes, ensuring timely execution of tasks.

Qualifications

• Diploma or qualification in Business Administration or related field.
• Proven experience supporting senior management in a corporate environment.
• Advanced proficiency in MS Office: Outlook, Teams, Word, Excel, PowerPoint.

Responsibilities

• Manage complex diaries, meeting logistics, travel, and priority scheduling.
• Prepare management packs, presentations, and correspondence while safeguarding confidential data.
• Coordinate governance forums and track actions, decisions, risks, and issues with follow-ups.

Skills

Diary management

Governance tracking

Stakeholder coordination

Discretion

Meeting logistics

Education

Business Administration or related diploma

Tools

Outlook

Teams

Word

Excel

PowerPoint

Job description

This is a 5 – month contract with our client in the banking sector.

We are seeking a proactive, detail-oriented, and confidential Personal Assistant to provide comprehensive support to a Senior Manager and their broader operational team. In this pivotal role, you will drive operational efficiency through seamless diary management, governance tracking, financial/procurement support, and multi-stakeholder coordination.

Key Responsibilities

• Executive & Administrative Support: Manage complex diaries, meeting logistics, travel, and priority scheduling; compile professional management packs, presentations, and correspondence while safeguarding confidential data.
• Governance & Team Coordination: Coordinate governance forums and operational engagements; track actions, decisions, risks, and issues; ensure strict follow-ups and deadline compliance across business units.
• Financial & Procurement Administration: Support purchase orders, invoice tracking, contractor documentation, and supplier renewals; liaise directly with Finance, Procurement, and Vendor Management (VMO).
• Workforce Administration: Assist with team onboarding/offboarding, resource tracking, interview scheduling, and monitoring contract expiry/renewal timelines.
• Stakeholder & Communication Management: Act as a central, professional contact point between the Senior Manager, internal teams, and external stakeholders; facilitate events, workshops, and timely escalations.

Minimum Requirements

• Education: Diploma or qualification in Business Administration, Office Management, Executive Secretarial Studies, or a related field.
• Experience: Proven experience supporting senior management or a corporate team within a structured environment.
• Technical Skills: Advanced proficiency in MS Office (Outlook, Teams, Word, Excel, PowerPoint).

Core Competencies: Exceptional planning and organizational skills, high discretion with sensitive data, strong written/verbal communication, and proactive deadline management.