Senior Personal Assistant — Hybrid, Full-Time

Red Pebble Recruitment; South Africa; On-site; ZAR 420,000 - 700,000; Full time

Benefits offered by this job

Competitive salary package

Professional and collaborative office

Fourways offices location

Remote-friendly? Not specified

Job summary

Red Pebble Recruitment seeks a highly organised Personal Assistant to support senior management at a prestigious financial advisory firm.

The role focuses on calendar management, travel planning, correspondence handling, and document preparation, with an emphasis on discretion and professional etiquette.

Qualifications

• Minimum 5 years experience as a Personal Assistant or Executive Assistant.
• Diploma in Office Administration or Business Management is advantageous.
• National Senior Certificate required; tertiary qualification advantageous.
• Excellent MS Office proficiency (Word, Excel, PowerPoint, Outlook).
• Strong communication, organisation, and discretion.
• Experience with CRM/ERP systems and social media management.

Responsibilities

• Manage complex calendars and scheduling for senior management.
• Coordinate domestic and international travel arrangements.
• Prepare presentations, reports, and documents for meetings.
• Liaise with clients, suppliers, and internal teams to ensure smooth operations.
• Handle confidential information with discretion and professionalism.
• Support executive communications and admin tasks across the leadership team.

Skills

Personal Assistant experience

Computer literacy

Excellent communication

Under pressure multitasking

Social media experience

Professionalism and presentability

Organisation and scheduling

Reliable transport

Education

National Senior Certificate

Diploma in Office Administration / Business Management

Tools

Microsoft Excel

Microsoft Word

PowerPoint

Outlook

ERP/CRM systems

Xero

Zoho

ChronoDesk

Job description

Position: Personal Assistant
Industry: Truck body manufacturing and vehicle modifications within the transport sector.
Company Environment:
We are a medium-sized company working closely with the transport industry. Our business involves fitting steel bodies and performing various truck modifications. This is therefore a practical, industrial working environment rather than a corporate office environment.
Key Requirements:

• Previous experience working as a Personal Assistant is essential.
• Strong computer literacy, particularly in Microsoft Excel, Microsoft Word, and general office systems.
• Excellent communication skills (both verbal and written).
• Ability to work well under pressure and manage multiple tasks.
• Strong Social Media experience, which includes managing website advertising and content is essential
• Must have a strong personality, be confident, energetic, and highly presentable.
• Must be well organised and able to assist with daily planning, scheduling, and administrative tasks.
• Must have reliable own transport to commute to and from work.

Responsibilities will include:

• Assisting with daily schedule and planning.
• Managing appointments, correspondence, and administrative duties.
• General office coordination and support.
• Ensuring efficient organisation of daily operational requirements.

We are seeking a highly organized and proactive Personal Assistant to support the leadership team of a prestigious Financial Advisory firm based in Fourways. This role is ideal for a professional who thrives in a fast‑paced, high‑stakes environment and possesses the discretion required to handle sensitive financial information. You will play a pivotal role in ensuring the smooth daily operations of the executive office through exceptional administrative and secretarial support.

Key Responsibilities

• Manage complex calendars, including the scheduling of internal and external meetings, consultations, and client reviews.
• Act as the primary point of contact for clients, ensuring a professional and welcoming experience.
• Coordinate domestic and international travel arrangements, including flights, accommodation, and detailed itineraries.
• Prepare, edit, and format high‑quality documents, presentations, and financial reports.
• Manage email correspondence and prioritize urgent matters for the leadership teams attention.
• Organise and maintain physical and digital filing systems, ensuring full compliance with data privacy regulations.
• Assist with basic office management tasks to ensure a seamless working environment for the broader team.
• Liaise with internal stakeholders and external service providers to facilitate efficient workflow.

Requirements

• A minimum of 5 years experience as a Personal Assistant or Executive Assistant, preferably within the Financial Services, Wealth Management, or Professional Services sectors.
• Relevant tertiary qualification (e.g., Diploma in Office Administration or Business Management) is highly advantageous.
• Advanced proficiency in the Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook).
• Exceptional verbal and written communication skills with a high degree of professional etiquette.
• Strong organisational skills with the ability to manage multiple tasks and meet tight deadlines.
• High level of discretion and integrity when handling confidential financial data.
• Proactive problem‑solving abilities and a "can‑do" attitude.

Whats on Offer

• A competitive, negotiable salary based on experience.
• The opportunity to work within a leading financial advisory environment.
• A professional and collaborative office culture.
• Conveniently located offices in the Fourways area.
• Must have a National Senior Certificate; A relevant tertiary qualification would be highly advantageous
• Minimum 3 years experience in a Personal Assistant, Executive Assistant, Internal Sales, Sales Administration, or similar role
• Previous experience in the chemical distribution or related industry is advantageous
• Strong administrative, organisational, and time‑management skills
• Strong understanding of sales processes, customer service, order management, and general business administration
• Excellent written and verbal communication skills
• Strong attention to detail with the ability to work independently and manage confidential information
• Must be computer literate in MS Office (Excel/Word/PowerPoint/Outlook) and ERP/CRM systems
• A proactive and professional approach with the ability to work in a fast‑paced environment

Minimum requirements for the role:

• Must have a National Senior Certificate; A relevant tertiary qualification would be highly advantageous
• Minimum 3 years experience in a Personal Assistant, Executive Assistant, Internal Sales, Sales Administration, or similar role
• Previous experience in the chemical distribution or related industry is advantageous
• Strong administrative, organisational, and time‑management skills
• Strong understanding of sales processes, customer service, order management, and general business administration
• Excellent written and verbal communication skills
• Strong attention to detail with the ability to work independently and manage confidential information
• Must be computer literate in MS Office (Excel/Word/PowerPoint/Outlook) and ERP/CRM systems
• A proactive and professional approach with the ability to work in a fast‑paced environment

The successful candidate will be responsible for:

• Providing comprehensive administrative and personal assistance to management and senior members of the team.
• Managing calendars, scheduling meetings, coordinating appointments, and arranging travel and accommodation where required.
• Managing inbound and outbound calls, emails, customer enquiries, and general correspondence.
• Preparing presentations, reports, quotations, meeting documents, and other business‑related correspondence.
• Assisting with customer orders, quotations, sales administration, and ensuring that required documentation is completed accurately.
• Maintaining and updating customer, supplier, and business records on CRM and ERP systems.
• Liaising with customers, suppliers, external sales representatives, and internal departments to ensure effective communication and follow‑up.
• Building and maintaining professional relationships with customers and key stakeholders.
• Assisting the external sales team and management with sales‑related administration, reporting, and follow‑up activities.
• Monitoring outstanding actions, requests, and deadlines and ensuring that these are followed up and completed timeously.
• Assisting with the preparation of sales reports, forecasts, presentations, and management information.
• Coordinating meetings and taking minutes where required, ensuring that agreed actions are followed up.
• Assisting with general office administration and ensuring that day‑to‑day operational requirements are managed efficiently.
• Liaising with finance, procurement, logistics, and other internal departments to ensure smooth business operations.
• Handling confidential and sensitive information with a high level of discretion and professionalism.
• Assisting with customer complaints, queries, and general issues and ensuring that these are directed to the relevant person and followed through to resolution.
• Supporting management with ad hoc projects, research, reporting, and other administrative requirements as needed.
• Taking ownership of tasks and responsibilities while identifying opportunities to improve administrative and business processes.
• Providing general support to the management and commercial team to ensure that priorities and deadlines are consistently met.

Please note that subsequent to the screening and shortlisting process, all further communication will be entered into only with the shortlisted candidates. If you do not receive any feedback from us within 2 weeks of applying, please consider your application unsuccessful.

Job Purpose

To provide high‑level administrative and strategic support to several Managing Executives. The Executive PA will manage the Executives schedule, coordinate executive communications, handle confidential information, and ensure the smooth operation of their office. This role operates in a fast‑paced executive environment and requires flexibility, responsiveness and the ability to manage competing demands.

The suitable candidates main responsibilities and duties include, but are not limited to, the following:
Key Responsibilities
Executive Support

• Provide comprehensive administrative support various Executives.
• Able to take dictation efficiently, with fast and accurate typing.
• Prepare monthly EXCO meeting report.
• Attend meetings where required and record accurate minutes and action items.
• Arrange all travel.

Communication & Coordination

• Act as the primary point of contact between the Executive and internal/external stakeholders.
• Screen and prioritize emails, phone calls, and correspondence.
• Draft professional emails, letters, and other communications on behalf of the Executive as and when required.

Meeting & Event Management

• Coordinate executive meetings, client meetings, management meetings.
• Arrange venues, logistics, travel, and accommodation when required.
• Ensure meeting packs and relevant documents are prepared in advance.

Office & Administrative Management

• Maintain confidential files, records, and documents.
• Monitor deadlines and follow up on outstanding tasks.
• Order stationary when required.

Travel & Logistics

• Manage travel bookings, accommodation, and transport arrangements for Executives as well as Management reporting to Executives.

Stakeholder Management

• Liaise with senior executives, managers and clients.
• Maintain professional relationships with key stakeholders.
• Ensure smooth communication between the Executives office and various departments

Preferred qualifications/attributes/skills:
Minimum Requirements
Qualifications

• Matric

Experience

• Minimum 58 years experiences an Executive Assistant or Personal Assistant at senior management level.
• Relevant Industry experience will be considered.

Skills & Competencies

• Excellent organizational and time‑management skills.
• Strong written and verbal communication skills.
• Bilingual (English and Afrikaans)
• High level of professionalism and confidentiality.
• Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Ability to multitask and work under pressure.
• Strong attention to detail.
• Excellent interpersonal and stakeholder management skills.

Key Attributes

• Highly organized and proactive
• High levels of discretion, integrity and ability to handle confidential information.
• Professional and polished
• Strong problem‑solving ability

Personal Assistant / Client Liaison to the CEO

This role is the right hand to the CEO. It combines personal assistant support (managing the CEO’s email traffic, follow‑ups and administration) with client liaison (maintaining client and supplier relationships and keeping communication flowing). The goal is simple: nothing the CEO has committed to falls through the cracks, and every client and supplier feels heard and responded to.

This role is the right hand to the CEO. It combines personal assistant support (managing the CEO’s email traffic, follow‑ups and administration) with client liaison (maintaining client and supplier relationships and keeping communication flowing). The goal is simple: nothing the CEO has committed to falls through the cracks, and every client and supplier feels heard and responded to.

Duties & Responsibilities

• Provide comprehensive executive and administrative support to the CVO.
• Manage the CVO's diary, appointments, meetings, and travel arrangements
• Screen calls, emails, and correspondence, responding where appropriate.
• Prepare agendas, presentations, reports, and meeting documentation.
• Record meeting minutes and track follow‑up actions.
• Coordinate internal and external meetings.
• Assist with project coordination and monitor key deadlines.
• Compile information to support strategic decision‑making.
• Handle confidential and sensitive information with professionalism.
• Manage administrative documentation.
• Liaise with department managers.
• Support planning for company events, conferences, and strategic initiatives.

Working conditions

• Standard office hours in line with the Basic Conditions of Employment Act (BCEA), which sets the legal rules for working hours, leave and overtime.
• Leave, sick leave and family responsibility leave as provided for in the Basic Conditions of Employment Act (BCEA).
• Occasional flexibility may be needed around shoot schedules and client deadlines, managed within the law and by agreement.
• Seasonal and daily flexibility for the candidate will be available wherever the workflow allows.

This job description sets out the main duties of the role and is not exhaustive. Reasonable additional duties may be assigned within the scope of a personal assistant and client liaison position.

Desired Experience & Qualification

This is one role with two halves. The personal assistant function (protecting the CEO’s time and follow‑through) takes priority when the two conflict. Client liaison work is scheduled around it. The successful candidate will be comfortable switching between the two throughout the day.

Requirements:

• Grade 12 (Matric).
• Well‑spoken and well written in English. Additional South African languages are encouraged and valued.
• Proficient in email management, Microsoft Word and Microsoft Excel. Microsoft PowerPoint proficiency is advisable.
• Working knowledge of Xero (cloud accounting software) is an added advantage. Training will be provided.
• Working knowledge of Zoho (business CRM software suite for customer relationship management and workflows) is an added advantage. Training will be provided.
• Working knowledge of ChronoDesk (help desk and customer support software) is an added advantage. Training will be provided.
• Previous experience in a personal assistant, administrative or client‑facing role.
• A vibrant, engaged personality with genuine interest in learning the photographic and video production industry.
• A can‑do attitude and the adaptability a small business environment demands, where those who lead the business will require support across many different needs.
• Discretion and confidentiality. This role has visibility of sensitive business, client and financial information.

Package & Remuneration

Market Related (Depending on experience and qualifications)

Job Purpose

To provide high‑level administrative and strategic support to several Managing Executives. The Executive PA will manage the Executives schedule, coordinate executive communications, handle confidential information, and ensure the smooth operation of their office. This role operates in a fast‑paced executive environment and requires flexibility, responsiveness and the ability to manage competing demands.