Personal Assistant

Job Description

Seeking a highly organized, detail-focused Personal Assistant to support an executive and a busy project / programme portfolio. The role centres on document control, server-based filing, audit support, office administration, meeting coordination, and stakeholder liaison. Ideal for a proactive self-starter with strong administrative rigour, excellent communication, and the ability to work accurately under pressure and to deadlines.

Key Responsibilities

• Maintain a structured database and server-based filing system; ensure all documentation is current, accurate, and correctly indexed.
• Track and meet deadlines; escalate risks and issues timeously.
• Drive and coordinate responses to Auditor-General queries; obtain and consolidate evidence from internal teams, PSPs, and contractors to close audits successfully.
• Ensure strict compliance with established processes, protocols, and documentation standards.
• Proactively gather information from professional service providers, contractors, and stakeholders without supervision.
• Manage executive calendars, schedule meetings, prepare agendas, and coordinate logistics.
• Organize reports and documentation packs; draft business letters and formal correspondence.
• Answer and route phone calls; receive and screen visitors professionally.
• Handle office management tasks, including supplies, facilities coordination, and vendor liaison.
• Arrange domestic / international travel, accommodation, and itineraries.
• Coordinate and manage recruitment administration and onboarding for new employees.
• Plan and support office events and internal engagements.
• Organize department vehicle bookings and maintain related records.
• Maintain and update leave trackers; collect and file supporting documents (e.g., sick notes).
• Assist with tender documentation preparation and submissions.
• Perform additional ad hoc administrative duties as required.

Deliverables

Decision-Making Scope

Stakeholder Responsibilities

Requirements

Experience

Preferred Knowledge