Executive Personal Assistant

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

Qualifications & Experience:
- 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

• 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

• 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

• 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