Personal Assistant Jobs

Role Purpose

The Executive Assistant to the Exco team provides comprehensive support to the CEO and Executive Team. This role also helps manage general office operations. It requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

Requirements

Qualifications

• Matric
• Qualification in Office Administration
• Expert proficiency with Microsoft Office, especially MS Teams, Word, and PowerPoint
• Proficiency in project management tools or software
• Ability to design and edit graphic presentations

Experience

• 5 years of secretarial experience
• 3 years as an Executive PA assisting a senior leader in the financial or insurance industry
• High degree of professionalism in dealing with diverse groups, including Board members, senior executives, staff, and other internal and external stakeholders
• Exceptional organizational skills and attention to detail
• 5 years of experience in project coordination and planning
• Previous experience managing deliverables with integrity and confidentiality

Duties & Responsibilities

Effectively manage and execute administrative and secretarial activities (Internal Process)

• Work closely with the CEO and Executive Team to keep them informed of upcoming commitments and responsibilities. Follow up appropriately and anticipate their needs for meetings, conferences, and events.
• Serve as the primary point of contact for internal and external matters related to the Exco team, including confidential or critical issues. Prioritize and decide on the best course of action, referral, or response, using judgment that reflects the team’s style and company policy.
• Coordinate all Exco meetings, travel, and assist with staff meetings and events as needed.
• Handle a wide range of administrative tasks to help Exco members lead effectively, including assisting with special projects; creating accurate and engaging presentations; preparing minutes and agendas for meetings; collecting and organizing information for meetings; composing correspondence; maintaining contact lists; and arranging travel.
• When in the office, screen incoming calls and correspondence proactively and respond independently when possible.
• Coordinate all aspects of events, meetings, and functions (such as logistics and catering) within budget and specifications.
• Support the flow of information in the Exco office and ensure urgent matters are handled quickly.
• Report faults and housekeeping issues to the relevant service provider and resolve queries within set timeframes.
• Manage and replenish office supplies.
• Escalate client complaints and queries to the appropriate department accurately.
• Keep records organized and easily accessible.
• Collate, compile, and distribute documents to required standards within deadlines.
• Attend to ad hoc personal matters.

Engage with clients in a client-centric manner (Client Services)

• Communicate effectively at all management levels with clients and stakeholders.
• Build and maintain relationships with clients, internal, and external stakeholders.
• Meet service level agreements with clients and stakeholders to manage expectations.
• Make recommendations to improve client service and fair treatment within your area of responsibility.
• Contribute to a culture that builds rewarding relationships, encourages feedback, and provides exceptional client service.

Self-management and teamwork (People)

• Develop and maintain productive working relationships with peers and stakeholders.
• Positively influence and participate in change initiatives.
• Continuously develop your expertise in professional, industry, and legislative knowledge.
• Contribute to innovation by developing, sharing, and implementing new ideas.
• Take ownership of your career development.

Contribute to financial controls and planning (Finance)

• Control and check expense claims for authorization.
• Prepare and check invoices and arrange payments.
• Identify solutions to enhance cost-effectiveness and operational efficiency.

Competencies

• Good verbal and written communication
• Tact and diplomacy
• Discretion and trustworthiness, as you will handle confidential information
• Organizational skills and ability to multitask
• Time management and coordination
• Deadline-driven
• Proactive and able to take initiative
• Flexible and adaptable

Deadline: 18 December 2025