Personal Assistant & Team Secretary

Belay Talent Solutions; Sandton; On-site; ZAR 279,000 - 446,000; Full time

Job summary

Belay Talent Solutions is seeking a highly organised Personal Assistant / Team Secretary to provide confidential executive support to a Senior Manager in a leading financial services environment in Sandton. The role covers diary management, governance coordination, procurement admin, workforce administration, and stakeholder communications.

Ideal candidates will have a Diploma or equivalent in Business Admin or related field, 3+ years supporting senior management in financial services, and

Qualifications

• Diploma or qualification in Business Administration, Office Management, Executive Secretarial Studies, or a related field.
• 3+ years' experience supporting senior management within a corporate, banking, financial services, insurance, or similar professional environment.
• Advanced proficiency in Microsoft Outlook, Teams, Word, Excel, and PowerPoint.
• Strong written and verbal communication skills.
• Exceptional planning, coordination, and organisational abilities.
• Proven ability to manage multiple priorities while maintaining accuracy and professionalism.
• Experience handling confidential and sensitive information.

Responsibilities

• Manage complex diaries, calendars, meetings, and scheduling priorities.
• Coordinate meeting logistics, agendas, documentation, and follow-up actions.
• Prepare professional correspondence, presentations, reports, and management packs.
• Maintain organised records, documentation, and administrative information.
• Handle confidential and sensitive information with the highest level of discretion.
• Coordinate team meetings, governance forums, and leadership engagements.
• Maintain action, decision, risk, and issue trackers.
• Follow up on outstanding actions with accountable stakeholders.
• Support the preparation and distribution of governance packs and reporting.
• Monitor submission deadlines and ensure documentation is accurately maintained.
• Process purchase orders, invoices, supplier documentation, and payment follow-ups.
• Assist with contracts, renewals, and supplier administration.
• Support budget tracking, cost administration, and supporting documentation.
• Liaise with Finance, Procurement, Vendor Management, and other key business functions.
• Coordinate onboarding and offboarding activities.
• Maintain contractor, resource, and organisational records.
• Arrange interviews and recruitment administration.
• Monitor contract expiry dates and facilitate renewals where required.
• Act as a professional liaison between leadership, teams, and key stakeholders.
• Coordinate communication, follow-ups, workshops, and team events.
• Escalate priority matters appropriately and ensure timely resolution.

Skills

Microsoft Outlook

Microsoft Teams

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Communication skills

Organisational skills

Attention to detail

Confidentiality

Stakeholder management

Education

Diploma or qualification in Business Administration, Office Management, Executive Secretarial Studies, or a related field

Job description

Personal Assistant / Team Secretary (Banking & Financial Services)

Are you a highly organised, professional, and proactive Personal Assistant or Team Secretary who thrives in a fast-paced corporate environment?

We are seeking an experienced Personal Assistant / Team Secretary to provide confidential executive and administrative support to a Senior Manager and a high-performing team within a leading financial services environment. This role is ideal for a polished professional who excels at managing competing priorities, coordinating stakeholders, and ensuring operational excellence behind the scenes.

Key Responsibilities:

Executive & Administrative Support

• Manage complex diaries, calendars, meetings, and scheduling priorities.
• Coordinate meeting logistics, agendas, documentation, and follow-up actions.
• Prepare professional correspondence, presentations, reports, and management packs.
• Maintain organised records, documentation, and administrative information.
• Handle confidential and sensitive information with the highest level of discretion.

Team & Governance Coordination

• Coordinate team meetings, governance forums, and leadership engagements.
• Maintain action, decision, risk, and issue trackers.
• Follow up on outstanding actions with accountable stakeholders.
• Support the preparation and distribution of governance packs and reporting.
• Monitor submission deadlines and ensure documentation is accurately maintained.

Financial & Procurement Administration

• Process purchase orders, invoices, supplier documentation, and payment follow-ups.
• Assist with contracts, renewals, and supplier administration.
• Support budget tracking, cost administration, and supporting documentation.
• Liaise with Finance, Procurement, Vendor Management, and other key business functions.

Workforce Administration

• Coordinate onboarding and offboarding activities.
• Maintain contractor, resource, and organisational records.
• Arrange interviews and recruitment administration.
• Monitor contract expiry dates and facilitate renewals where required.

Stakeholder & Communication Management

• Act as a professional liaison between leadership, teams, and key stakeholders.
• Coordinate communication, follow-ups, workshops, and team events.
• Escalate priority matters appropriately and ensure timely resolution.

Minimum Requirements:

• Diploma or qualification in Business Administration, Office Management, Executive Secretarial Studies, or a related field.
• 3+ years' experience supporting senior management within a corporate, banking, financial services, insurance, or similar professional environment.
• Advanced proficiency in Microsoft Outlook, Teams, Word, Excel, and PowerPoint.
• Strong written and verbal communication skills.
• Exceptional planning, coordination, and organisational abilities.
• Proven ability to manage multiple priorities while maintaining accuracy and professionalism.
• Experience handling confidential and sensitive information.

Key Competencies:

• Executive administration
• Diary and calendar management
• Governance and meeting coordination
• Stakeholder engagement
• Attention to detail
• Professional communication
• Confidentiality and discretion
• Initiative and ownership
• Deadline management
• Problem-solving capability

Why Apply?

This is an excellent opportunity to join a respected financial services organisation where your ability to create structure, coordinate stakeholders, and support senior leadership will be highly valued. You will play a key role in enabling efficient decision-making and ensuring the smooth running of a dynamic business unit.