Executive Personal Assistant

About the position

The Executive Personal Assistant will be responsible for ensuring efficient and effective secretarial and administrative support to the Telescope Director, Site Construction Director and Deputy Telescope Director (the “Directors”). The successful incumbent will be reporting to the Deputy Telescope Director.
KEY RESPONSIBILITIES

• Manage complex calendars, appointments, and meeting coordination across time zones
• Oversee and prioritise Directors’ 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.

JOB 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.

Desired Skills:

• Communication skills
• Microsoft Office
• Document Production