Executive Personal Assistant (PA)
- Pretoria, Gauteng
- Permanent
- Full-time
- Both local AND international travel coordination experience (NB!)
- Diary management (be on top of things)
- Have an eye for detail (crucial)
We are seeking a highly organised, proactive, and detail-oriented Personal Assistant to provide comprehensive support to a senior executive (chairperson). The ideal candidate must be able to manage a dynamic schedule, handle travel coordination (both local and international), act as a professional liaison and communication gatekeeper, and provide seamless administrative and project support while maintaining strict confidentiality.Key Responsibilities:
1. Diary & Schedule Management
- Manage a constantly changing diary with attention to balance and efficiency.
- When travel is required ensure sufficient travel time between appointments.
- Prepare all necessary documentation and materials for meetings in advance.
- Domestic Travel: Book flight tickets, arrange car rentals, transfers, and accommodation. Check-in 24 hours prior to departure.
- International Travel (NB!): Oversee and coordinate visa and permit applications. Book flights (including online check-in), accommodation, transfers, and car rentals. Create and manage travel itineraries and be able to adapt travel plans quickly and efficiently.
- Screen and manage incoming emails and messages.
- Respond where appropriate and escalate or delegate as needed.
- Prioritise communication and ensure timely follow-ups.
- Maintain professional and clear communication with internal and external stakeholders.
- Assist with project planning and implementation.
- Track progress and ensure project milestones and deadlines are met.
- Arrange for payment and allocate traffic fines correctly.
- Type reports, minutes of meetings and agendas (including board and management meetings).
- Answering of phones, scanning and record keeping of documents ensuring filing is up to date.
- Set up reminders for employee birthdays and long service etc.
- Liaise with departments and teams across the company group to ensure clear communication & instruction from the CEO.
- Assist with personal tasks such as making doctor’s appointments, booking vehicle services, picking up prescriptions, and purchasing and wrapping gifts etc.
- Assist in organising workshops, company functions, product launches, congresses, and other events when needed.
- Manage logistics, invitations, catering, and on-the-day coordination.
- Welcome and receive visitors.
- Serve refreshments and arrange meals as needed.
- Make arrangements for international guests like booking of airport transfers, booking of accommodation, booking of excursions etc.
- Proactive Problem Solver: Able to anticipate needs and respond quickly to changing circumstances.
- Assertive and Confident: Able to communicate clearly, ask the right questions, and take initiative.
- Exceptional Attention to Detail: Able to identify small errors or issues others might overlook.
- Strong Follow-Up and Feedback Skills: Communicates progress regularly and ensures tasks are completed on time.
- Highly Organized: Able to manage multiple priorities with precision and calm.
- Professional Discretion: Maintains strict confidentiality at all times.
- Excellent Communication Skills: Both written and verbal (Afrikaans & English).
- Flexible & Adaptable: Able to manage last-minute changes and urgent requests efficiently.
- Advanced Computer Literacy: Proficient in MS Office Suite (Word, Excel, Outlook, PowerPoint).
- Clear criminal record.
- Proven experience as a Personal Assistant or Executive Assistant
- Experience with both domestic and international travel coordination.
- Experience in coordinating events and working across multiple teams is advantageous.
- Have an eye for detail.
- Own transport and valid driver’s license.
Every second Friday afternoon off.