Personal Assistant / Team Secretary (Contract)

The Focus Group; Sandton; On-site; ZAR 300,000 - 540,000; Full time

Job summary

The Focus Group, based in Sandton, is seeking an experienced Executive Assistant to provide confidential administrative support to the Senior Manager and team. You will manage diaries, governance workflows, procurement tasks and onboarding/offboarding processes.

You will coordinate schedules, prepare management packs, and maintain records with strong attention to detail. The role requires proficiency in MS Office and excellent communication across functions.

Qualifications

• Diploma or relevant qualification in Business Administration, Office Management, Executive Secretarial Studies or related discipline.
• Relevant experience supporting senior management or corporate teams.
• Proficient in Outlook, Teams, Word, Excel and PowerPoint.
• Strong written and verbal communication skills.
• Excellent planning, organisation and attention to detail.
• Ability to manage competing priorities and confidential information.

Responsibilities

• Manage diaries, meetings, appointments and scheduling priorities.
• Coordinate meeting logistics, agendas, documentation and follow-up actions.
• Prepare professional correspondence, presentations, reports and management packs.
• Maintain structured records, documentation and administrative information.
• Coordinate team meetings, governance forums and operational engagements.
• Track actions, decisions, risks and issues with stakeholders.
• Support procurement: purchase orders, invoices and supplier docs.
• Assist onboarding, offboarding and team administration.
• Coordinate recruitment administration and stakeholder diaries.
• Ensure deadlines are tracked and documentation maintained.

Skills

Planning & organisation

Communication skills

Attention to detail

Confidentiality

Time management

Prioritization

Education

Diploma in Business Administration / Office Management / Executive Secretarial Studies

Tools

Microsoft Outlook

Microsoft Teams

Microsoft Word

Microsoft Excel

PowerPoint

Job description

Description:

Provide professional, proactive and confidential administrative support to the Senior Manager and broader team, enabling effective diary management, governance, communication, coordination and day-to-day operational efficiency.

Key Responsibilities

Executive & Administrative Support

• Manage diaries, meetings, appointments and scheduling priorities.

• Coordinate meeting logistics, agendas, documentation and follow-up actions.

• Prepare professional correspondence, presentations, reports and management packs.

• Maintain structured records, documentation and administrative information.

• Manage confidential and sensitive information with appropriate discretion.

Team & Governance Coordination

• Coordinate team meetings, governance forums and operational engagements.

• Maintain action, decision, risk and issue trackers where required.

• Track agreed actions and follow up with accountable stakeholders.

• Support preparation and distribution of governance and leadership packs.

• Coordinate submission deadlines and ensure documentation is appropriately maintained.

Financial & Procurement Administration

• Support purchase orders, invoices, supplier documentation and payment follow-ups.

• Coordinate administrative aspects of contracts, renewals and supplier engagements.

• Assist with cost tracking, budget administration and supporting documentation.

• Liaise with Finance, Procurement, VMO and other support functions as required.

Workforce Administration

• Support onboarding, offboarding and team administration.

• Maintain resource, contractor and organisational information.

• Coordinate recruitment administration, interviews and stakeholder diaries.

• Track contract expiry and renewal dates and elevate upcoming deadlines.

Communication & Stakeholder Management

• Serve as a professional coordination point between the Senior Manager, team and stakeholders.

• Facilitate timely communication and follow-up across business areas.

• Coordinate internal events, workshops and team engagements.

• Ensure priority matters are escalated appropriately.

Minimum Requirements

• Diploma or relevant qualification in Business Administration, Office Management, Executive Secretarial Studies or a related discipline.

• Relevant experience supporting senior management or a corporate team.

• Strong proficiency in Microsoft Outlook, Teams, Word, Excel and PowerPoint.

• Strong written and verbal communication skills.

• Excellent planning, organisation and attention to detail.

• Ability to manage competing priorities and confidential information.

Key Competencies

• Executive administration

• Planning and organisation

• Stakeholder coordination

• Governance discipline

• Attention to detail

• Professional communication

• Confidentiality and discretion

• Initiative and proactive follow-through

• Deadline management

• Problem solving