Executive Personal Assistant Jobs

Executive Personal Assistant

Job Type: Full Time

Qualification: Matric

Experience: Minimum of 5 years secretarial experience at an executive level

Location: Gauteng

Job Field: Administration / Secretarial

Job Purpose

To provide high-level confidential support to the Chief Risk Underwriting Officer and Chief Operating Officer. This includes offering full secretarial and administrative services. Ensure effective planning and administrative systems are in place and run smoothly.

Key Responsibilities

• Act as the first point of contact for correspondence and phone calls.
• Proactively manage and coordinate the diaries of the CRUO and COO. Prioritize and arrange internal and external meetings. Ensure appropriate briefing papers are prepared and provided.
• Plan and organize travel and accommodation when needed.
• Maintain effective filing and data storage systems, including emails, for easy retrieval to meet the executives’ needs.
• Provide full personal assistant support by handling all correspondence and calls. Draft routine letters to a high standard, take minutes of meetings, handle messages, and perform other administrative tasks as required.
• Support Board meetings by arranging and servicing them properly. This includes drafting agendas, collating papers and reports, taking minutes, and following up on action points.
• Service Senior Management Team meetings by drafting and collating papers and reports, preparing agendas, taking minutes, and following up on action points.
• Plan and manage key organizational events such as the AGM, staff and volunteer conferences, strategy days, staff briefings, and others as required.
• Develop skills and take on responsibilities that support the role’s purpose and the organization’s success.
• Ensure work follows the company’s purpose, policies, and procedures.
• Participate and contribute to organizational and team meetings as required.
• Provide reports for senior management when needed.
• Undertake other appropriate duties to support the executives in fulfilling their roles.
• Carry out all duties with complete discretion and a high regard for confidentiality.
• Handle any other duties relevant to the organization’s needs as directed.

Required Knowledge and Experience

• Minimum of 5 years secretarial experience at an executive level.
• Experience providing high-level administrative support in a senior role.
• Ability to explain information clearly and simply.
• Ability to plan ahead and manage a complex and busy diary.
• Excellent administrative skills, including identifying needs and developing systems to meet them.
• Experience managing and planning projects, conferences, and events.
• Ability to take accurate minutes, including summarizing complex discussions concisely.
• Ability to draft routine correspondence and reports.
• Ability to maintain accuracy and attention to detail.
• Good negotiation skills.
• Excellent interpersonal and communication skills, including diplomacy.
• Excellent time management skills to handle multiple priorities and deadlines.
• Excellent knowledge of Microsoft Office.
• Ability to work effectively with colleagues at all levels.
• Confident and determined, with the ability to work independently and as part of a team.
• Ability to prioritize, meet deadlines, and manage conflicting demands of a busy workload.
• Ability to work flexibly, including occasionally outside office hours.

Knowledge

• Computer literate: Essential PC skills (MS Teams, Word, Excel, PowerPoint), and Zoom.
• Sound knowledge of personal assistant duties.

Skills

• Customer service orientation.
• Effective self-management.
• Stakeholder management (very important).
• Excellent interpersonal communication skills.
• Good time management and project management.
• Demonstrate common sense, self-motivation, and discipline.

Personal Attributes

• Accuracy and attention to detail.
• Deadline and delivery driven.
• Initiative and proactivity.
• Team player.
• Self-managed.
• Integrity.
• Assertiveness.

Educational Requirements

• Matric.
• Relevant secretarial qualification.

Deadline: 14th November, 2025