Executive Personal Assistant

Execustaff Recruiting Services

East Rand, Gauteng

Full-time

Posted 5 hours ago

Full-time Admin & Office Support

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Job Description

SUMMARY:
A Heavy Engineering Manufacturing Concern based in East Rand is seeking a Executive Personal Assistant.

Qualifications

- Grade 12 or Matric
- Degree in Business Administration, Office Management, or a related field
- Certification in Secretarial Studies or Project Management (advantageous)
- Proficiency in collaboration tools (Teams, Zoom), project management software and digital expense/travel platforms
- Minimum 5 years’ experience in an Executive PA role
- Proven executive-level support, diary management, and travel coordination
- Strong administrative skills, including documentation, filing, and reporting
- Ability to manage confidential information with discretion and professionalism
- Strong written and verbal communication skills
- Ability to liaise with internal teams and external stakeholders
- Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)
- Ability to multitask and manage multiple priorities under pressure
- Organisational Skills: Strong multitasking, prioritisation, and attention to detail under pressure
- Ability to work independently and meet deadlines
- Effective Stakeholder management and liaison skills
- Behavioural Competencies: Emotional intelligence, adaptability, resilience, problem-solving, and diplomacy

Basic Funtion:
- Provide strategic and administrative support to the Managing Director (MD) and the Chief Operations Officer (COO), ensuring seamless execution of executive priorities
- Pivotal in managing communications, coordinating schedules, safeguarding confidentiality, and enabling effective decision-making aligned with the company’s vision and values

POSITION INFO:
Duties & Responsibilities: - Executive Support: Follow up on instructions, reports, actions, and feedback from managers as requested by the MD\/COO Take minutes for executive meetings, including EXCOM and OPSCO meetings Arrange international travel, including visas, air tickets, itineraries, forex, and accommodation Prepares professional presentations for internal and external meetings, ensuring content is well-structured, visually appealing, and aligned with corporate branding and communication standards - Executive Administration: Maintain and organize executive documentation, reports, contracts, and legal records Manage catering and hosting of company guests, including hotel accommodation and transport Assist with documentation, reports, minutes, general correspondence, and communications - Ad-hoc Administrative Duties: Administering credit card reconciliations and ensuring accuracy in financial records Administering expense claims, including verification and submission for approval Allocating company groceries as needed to maintain office supplies for the executive kitchen Delivering documents as required to support business operations - Adhoc Projects: Assist Management with any ad hoc projects\/ requests at all times Stakeholder engagement: Liaising with board members, senior clients, or external partners Crisis management: Ability to handle urgent executive requests and manage disruptions effectively