Executive Assistant

Job Advert Summary

At Pragma, we provide the opportunity for individuals to enjoy their working lives as much as their home lives. We foster a team environment in which each individual is recognised, valued and developed to support our company strategy. We encourage people with disabilities and from diverse backgrounds to apply.   

We are looking for a highly organised, proactive and professional Executive Assistant to provide comprehensive, confidential support to a senior executive. This role goes beyond traditional diary management. You will play an important part in keeping the executive office running smoothly, managing priorities, coordinating meetings and travel, supporting communication and administration, and ensuring that important actions don't fall through the cracks.?If you are someone who thinks ahead, enjoys making things happen, pays attention to the details and takes pride in making other people's working lives easier, this could be a great fit. 

• Executive & diary support
  • Manage a busy executive calendar, including meetings, preparation time, work sessions and travel. 
  • Anticipate scheduling conflicts and priorities before they become problems. 
  • Manage and filter emails, draft responses and track actions and deadlines. 
  • Act as a trusted gatekeeper and point of contact for the executive office.? 
• Meetings & communication 
  • Coordinate internal, external, client and executive meetings. 
  • Prepare agendas, meeting packs, briefing material and presentations where required. 
  • Take minutes where required and follow up on actions. 
  • Draft professional emails, letters, reports and other correspondence. 
  • Ensure documents and communication leaving the executive office are accurate, professional and brand compliant.? 
  • Coordinate local and international travel, including flights, accommodation, itineraries and related logistics. 
  • Manage visa requirements and supporting documentation where necessary. 
  • Coordinate travel-related quotations, purchase orders and invoices. 
• Administration & financial support
  • Prepare and submit expense and credit card claims. 
  • Create and manage purchase orders. 
  • Coordinate approvals for claims, timesheets and purchase orders. 
  • Help ensure executive expenditure and administration are accurate, timely and well controlled.? 
• Business & stakeholder support 
  • Liaise professionally with employees, clients, suppliers, Board members and other stakeholders. 
  • Assist with planning meetings, conferences and events. 
  • Track project actions and timelines and follow up to help keep key priorities moving. 
  • Support strategic and business initiatives coordinated through the executive office.? 

• Matric or a relevant NQF qualification. 
• At least 3 years' experience as an Executive Assistant. 
• Excellent Microsoft Office skills, particularly Outlook, Word, Excel and PowerPoint. 
• Excellent written and verbal English communication skills. 
• Strong organisational and planning ability. 
• Exceptional attention to detail. 
• Confidence working with senior executives and stakeholders. 
• The ability to prioritise, anticipate needs and work under pressure. 
• High levels of professionalism, maturity, judgement and discretion. 
• Absolute confidentiality when handling sensitive business information. 
• Flexibility when business requirements occasionally extend beyond normal working hours.