About the position
Executive Personal Assistant
Location: Kempton Park, Gauteng
Salary: Negotiable around R38000 plus benefits and 13th cheque
Position Overview:
The Executive Personal Assistant will support the Managing Director and Exco. This role is essential in ensuring the smooth operation of the Director’s daily activities, streamlining communication across teams, and managing key operational and administrative functions.
Key Responsibilities:
Administrative Management:
Managing the MD’s schedule.
Organization of travel for the MD and Exco (booking of trips, logistical coordination with the teams on site, preparation of the agenda, visa application, etc.)
Organization of meetings (coordination of agendas, room reservations, room service orders, etc.)
Preparation of expense reports
Management of invoices (creation of suppliers and purchase orders, follow-up of receipts) and signature of documents
IT interface, supply orders, business cards, courier services, guest Wi-Fi
Communication with the extended team:
Organization of seminars (search for venues, coordination of service providers, preparation of the agenda, logistical follow-up)
Management of the Teams network by being the interface with the other Departments
Document formatting / translations
Other duties:
General office admin (ordering of grocery and stationery items, gardening services etc.)
Diary management – outlook experience essential
Booking meetings/appointments
Business travel – booking flights, hotels, car hire, valet parking etc
Organising visas
Arranging visa invitation letters to overseas visitors
Maintaining MD’s travel log
Maintaining MD’s planner
Reconciling monthly expenses
Fielding calls for MD & taking messages
Organising food/refreshments for business lunches
Manage boardroom bookings
Managing office and window cleaners and cleaning contracts
Managing landscapers/gardeners contract
Carrying out research for particular projects as requested by MD
Organising corporate & staff events
Assisting with the organisation of exhibitions and possibly attending if required
Taking minutes at various management meetings & typing up minutes
Purchasing various items for MD as and when required
Processing expense claims
Organising medical/dental appointments
Ad hoc paperwork & duties
Requirements & Competencies:
Diploma or degree level education in business, communications, office management, or a related field
Computer literacy and competent in working with SAP, Syspro, ClickView, Microsoft Office: i.e. Excel, PowerPoint - essential.
Proven experience as a Personal or Executive Assistant in a fast-paced, high-level environment
High level of confidentiality and discretion
Professional demeanour and strong interpersonal skills
Meticulous attention to detail and accuracy in work
Strong time management, organizational and prioritization skills
Desired Skills:
- Outlook
- Managing Director
- Time Management
- Education
- Interpersonal Skill
- Interpersonal Skills
