Executive Personal Assistant Jobs

Role Purpose

• Provide effective and efficient administrative, secretarial, and operational support to the manager and department.

Requirements

• Matric
• PA Diploma or Certification
• At least 5 years of secretarial or PA experience (preferably executive PA experience)
• MS Office proficiency
• Project management experience (preferred)

Duties & Responsibilities

• Manage the executive’s diary and emails to schedule appointments effectively.
• Handle correspondence on behalf of the executive, prioritize tasks, set up meetings, and delegate work in their absence.
• Arrange detailed travel plans and prepare relevant documents for travel-related meetings.
• Screen correspondence proactively and respond independently when appropriate.
• Follow up on the executive’s email requests and outstanding matters.
• Monitor and update distribution lists.
• Liaise with internal and external stakeholders, as well as staff.
• Act as a coordinator between the executive and their direct reports.
• Coordinate all aspects of events, meetings, and functions (such as logistics and catering) within budget and specifications.
• Provide secretarial support, including agendas, minutes, and action plans, for meeting preparation and execution.
• Support the flow of information in the executive’s office, ensuring urgent matters receive prompt attention.
• Escalate faults and housekeeping issues to the relevant service provider and resolve queries within timeframes.
• Order and control office supplies, including stationery.
• Escalate client complaints and queries to the appropriate department accurately.
• Keep electronic filing (including SharePoint sites) organized, up to date, and accessible.
• Collate, compile, and distribute documents to required standards within defined timeframes.
• Update PeopleSoft Hierarchy monthly.
• Coordinate team-building sessions, conferences, and events.
• Order gifts and flowers for employees.
• Monitor team expenses against the budget.
• Load all department invoices into the system for approval and payment.
• Handle project management administration for the executive and management team, including recording, updating, and following up on delivery plans, action items, team projects, regulatory engagements, and submissions.
• Attend to ad hoc personal matters.
• Provide expert guidance to internal and external stakeholders.
• Build and maintain relationships with internal and external stakeholders.
• Deliver on service level agreements with stakeholders to manage expectations.
• Make recommendations to improve service and fair treatment of clients.
• Develop and maintain productive working relationships with peers and stakeholders.
• Positively influence and participate in change initiatives.
• Continuously develop expertise in professional, industry, and legislative knowledge.
• Contribute to innovation by developing, sharing, and implementing new ideas.
• Contribute to financial planning in the area.
• Identify opportunities to enhance cost-effectiveness and operational efficiency.
• Manage financial and company resources responsibly.
• Provide input into risk identification processes and communicate recommendations.

Competencies

• Business Acumen
• Client/Stakeholder Commitment
• Drive for Results
• Leads Change and Innovation
• Collaboration
• Diversity and Inclusiveness

Deadline: 14th December 2025