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Executive Personal Assistant

Executive Personal Assistant

Old MutualJohannesburg, Gauteng, South Africa
4 days ago
Job description

Overview

Description

The Executive Personal Assistant provides high-level administrative support to Senior Executives, managing complex diaries, coordinating meetings and travel, handling confidential information, and supporting office operations. The role requires strong organisational skills, proactive problem-solving, and the ability to work independently.

This is a JHB based role and requires the incumbent to be in office at the Sandton office.

Business Portfolio

Group Technology and Transformation

Responsibilities

  • Effective management of diaries (scheduling of appointments, internal and external meetings and conferences, and ensuring timely resolution of calendar conflicts).
  • Provide department with support in relation to arranging functions, venue bookings, and making travel arrangements when necessary.
  • Responsible for office infrastructure, e.g. office equipment and ordering stationery.
  • Accountable for completing tasks of a personal nature on behalf of the senior manager.
  • Could be accountable for the management of a budget or significant spending on a budget.
  • Ensure that the Executives are equipped with necessary documentation to proceed with meetings.
  • Organise complex and detailed travel plans and itineraries (local and international), and compile documents for travel-related meetings. Facilitate visas, forex and booking as well as logistics.
  • Responsible for the procurement of assets, arranging relevant access and provision of relevant documentation for new hires reporting into the Executive Managers.
  • Support the Executive Managers by collating reports, business presentations, drafting correspondence and taking minutes for meetings chaired the Executives (if required).
  • Ability to redirect tasks, queries and escalations to relevant Executive’s direct reports.
  • Keep a schedule of deadlines and assist manager to achieve them. Manages expectations when deadlines are going to be missed.
  • Manage and ensure the sign-off and processing of supplier invoices. Maintains confidentiality of information.
  • Develop and manage an efficient filing system.
  • Perform secretarial duties for executives and other senior employees in the team, when required.
  • Supports vendors and external parties with logistics on behalf of executive manager.

Requirements

Skills, Qualifications and Experience required

  • Matric
  • Preference for Secretarial or Office Admin qualification
  • 3-5 years senior level PA experience
  • Proficiency in MS Office
  • Some technical knowledge about area of operation
  • Experience in managing budgets
  • Excellent organisational skills
  • Attention to detail
  • Deadline orientated
  • Ability to prioritise work in order of importance and risk
  • Excellent communication and interpersonal skills
  • Strong pro-active problem-solving skills
  • Ability to work under pressure
  • Good interpersonal skills
  • High level of ownership and independence (able to run the office in the absence of the Executives for long periods of time)
  • Adequate stakeholder management experience (working with Executives)

    • Competencies

  • Directs Work – Providing direction, delegating, and removing obstacles to get work done.
  • Drives Results – Consistently achieving results, even under tough circumstances.
  • Ensures Accountability – Holding self and others accountable to meet commitments.
  • Manages Complexity – Making sense of complex, high quantity, and sometimes contradictory information to effectively solve problems.
  • Optimizes Work Processes – Knowing the most effective and efficient processes to get things done, with a focus on continuous improvement.
  • Plans and Aligns – Planning and prioritizing work to meet commitments aligned with organizational goals.
  • Tech Savvy – Anticipating and adopting innovations in business-building digital and technology applications.

    • Skills

    Accounting, Action Planning, Budget Management, Calendar Coordination, Computer Literacy, Data Analysis, Database Reporting, Data Compilation, Data Interpretations, Executing Plans, Financial Acumen, Management Reporting, Numerical Aptitude, Oral Communications, Report Review

    Education

    NQF Level 3 & NQF Level 2 - Below school leaving

    Closing Date

    29 October 2025, 23 : 59

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