Personal Assistant

Recruiter:

Career Circuit

Job Ref:

PA-PMB

Date posted:

Friday, November 21, 2025

Location:

pietermaritzburg, KwaZulu-Natal, South Africa

Salary:

Market Related

SUMMARY:
Personal Assistant with 3–5 years’ experience

POSITION INFO:

Key Responsibilities:

1. Executive Support

Assist the Director with all administrative needs.
Manage the Director’s diary, schedules, appointments, and meetings efficiently.
Act as a liaison between the Director and customers, staff, suppliers, and management teams.
Prepare memos, reports, correspondence, and presentations.
Maintain confidentiality on all sensitive matters.

2. Administration & Office Management

Oversee and coordinate daily office operations.
Manage filing systems, documentation, and office records with accuracy.
Handle switchboard, telephone systems, and email communication professionally.
Ensure timely completion of administrative tasks and accurate record keeping.
Assist with compiling monthly and annual reports.

3. Customer Service

Attend to customer queries, escalations, and complaints, ensuring quick resolution.
Build and maintain professional relationships with clients.
Provide exceptional customer care and service delivery.

4. HR Administration

Maintain employee files and HR documentation.
Assist with HR functions such as attendance monitoring, onboarding, communication, and HR record keeping.
Support payroll preparation and salary processing when needed.
Handle confidential HR matters with discretion.

5. Finance & Accounts Administration

Process creditors and debtors.
Assist with month-end payments, supplier accounts, invoicing, and reconciliations.
Manage petty cash and collect invoices for payment.
Liaise with finance team and suppliers on outstanding queries.

6. Staff & Team Coordination

Work effectively with staff at all levels.
Manage conflicts or difficult staff tactfully and professionally.
Support team members and foster strong working relationships.
Provide admin guidance to employees and management.

Candidate Requirements:

Required Skills & Competencies

Ability to work well under pressure and meet tight deadlines.
Meticulous attention to detail and high accuracy in all work.
Strong communication and interpersonal skills.
Ability to work independently and as part of a team.
Excellent organisational and problem-solving abilities.
Professional, calm, and solution-driven approach when dealing with customers or difficult staff.

Technical Skills

Advanced computer literacy: MS Word, Excel, PowerPoint, Outlook, Internet & Email.
Experience using Pastel (highly advantageous).
HR administrative systems experience (advantage).
Strong typing, minute-taking, and document preparation skills.

Minimum Requirements

Matric (Higher Grade subjects passed).
Minimum 10 years’ experience in administrative support roles.
At least 3–5 years’ experience as a Personal Assistant, Admin Manager, or Executive PA.
Background in HR and finance administration.
Customer service and office management experience.

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