About the position
ENVIRONMENT:
Our client is a prominent organization focused on supporting research advancement and human capital development through funding programmes, research infrastructure, and science outreach initiatives across a broad range of disciplines. The Executive Personal Assistant will be responsible for ensuring efficient and effective secretarial and administrative support to the Director, the Site Construction Director, and the Deputy Director.
DUTIES
Key Responsibilities:
- Manage complex calendars, appointments, and meeting coordination across time zones
- Oversee and prioritise Director's inboxes and correspondence, ensuring relevance and timely responses
- Maintain accurate and up-to-date contact databases and administrative records
- Coordinate meetings end-to-end, including scheduling, venues, agendas, and logistics
- Provide professional front-of-office support, including call screening, visitor coordination, and hospitality
- Plan and organise corporate events, functions, and executive engagements
- Arrange and optimise all travel logistics, including flights, accommodation, transport, and itineraries
- Manage visa processes and compliance requirements, ensuring all documentation and appointments are in order
- Handle expense management, including record-keeping, reconciliation, and timely submission of claims
- Support meeting effectiveness through preparation, minute-taking, action tracking, and general administrative support
Key Requirements:
Qualification:
- National Diploma in Business Administration/ Office Management or Secretarial Diploma
- Grade 12
- Valid Driver?s license
Experience:
- 5 years' experience at Senior/ Executive Management level
Knowledge:
- Solid educational background with demonstrable proficiency in numeracy and English.
- Proven track record as a Personal Assistant or Executive Assistant within a fast-paced office environment.
- Strong planning, organizational, and time management skills, with the ability to prioritize effectively.
- Extensive experience in managing complex calendars, scheduling meetings, events, and appointments.
- Demonstrated expertise in coordinating business travel, including flights, accommodation, and visa arrangements.
- Self-motivated and conscientious, with the ability to work proactively, accurately, and under pressure.
- Exceptional verbal and written communication skills, capable of engaging confidently with stakeholders at all levels
- Ability to build and maintain positive working relationships across a diverse employee population.
- Proficiency in Microsoft Office applications, particularly PowerPoint, Word and Outlook, with experience in processing expenses.
- Resilient and adaptable, able to work independently while meeting tight deadlines.
- High level of discretion, professionalism, and commitment to maintaining confidentiality.
- Flexible team player, adaptable to change.
Related Skills
- Communication Excellence: Outstanding written and verbal communication skills, with the ability to draft professional correspondence, emails, letters, and memos.
- Travel Coordination: Skilled in arranging travel and accommodation, preparing itineraries, and managing visa requirements.
- Confidentiality & Discretion: Proven ability to handle sensitive information with the highest level of professionalism.
- Technical Proficiency: Intermediate to advanced knowledge of Microsoft Office (Word, Outlook, Excel, PowerPoint), including compiling presentations and processing documents.
- Deadline Management: Ability to work under pressure, prioritize tasks, and consistently meet strict deadlines.
- Meeting Support: Experienced in scheduling meetings, preparing agendas, taking minutes, and ensuring smooth execution of arrangements.
- Administrative Expertise: Competent in electronic diary management, filing systems, and general office administration.
- Document Production: Skilled in typing, compiling, and formatting documents to a professional standard.
- Government Processes: Familiarity with government administration procedures (advantageous).
Desirable Competencies:
- Experience handling stakeholder communications at different levels, from internal teams to external contacts.
- Experience working in an international environment.
- Experience handling complex international travel arrangements, including managing time zone differences and arranging multi-leg itineraries.
Desired Skills:
- Adaptability
- Organizational Management
- Planning
- Resilience
About The Employer:
Our client is a prominent organisation focused on supporting research advancement and human capital development through funding programmes, research infrastructure, and science outreach initiatives across a broad range of disciplines.
