Executive PA

A new vacancy for an Executive Assistant has become available at our Johannesburg branch. This person is required to assist with managing the executives schedule, coordinating meetings and events, handling correspondence, and ensuring the smooth functioning of daily activities.

Main duties will include but will not be limited to:

• Execute a broad variety of administrative tasks that facilitate the executive member’s abilities to effectively lead the organisation, including assisting with special projects;
• Keep abreast with best practises within our industry to enable the executive members to effectively respond to the market and all relevant stakeholders.
• Schedule Management:
  • Manage the executive members calendar, including scheduling meetings, appointments, and travel arrangements.
  • Coordinate and prioritise the executives commitments, ensuring optimal use of their time.
  • Proactively anticipate schedule conflicts and resolve them efficiently.
• Correspondence and Communication:
  • Handle incoming and outgoing communications, including emails, phone calls, and mail.
  • Draft, edit, and proofread correspondence, reports, and presentations.
  • Maintain professionalism and confidentiality in all communications

• Meeting and Event Coordination:

• Organize and coordinate meetings, conferences, and events, including logistics, agendas, and materials.
• Prepare meeting documentation, presentations, and minutes.
• Ensure all necessary arrangements, such as venue booking and catering, are made in advance.
• Administrative Support:
  • Provide general administrative support, such as document management, filing, and record-keeping.
  • Prepare and process expense reports, invoices, and other financial documents.
  • Assist with research, data analysis, and special projects as required.
  • Perform internal and external office communication, email and miscellaneous written correspondence.
  • Review, edit and format draft and finalised materials ensuring completeness.

• Other duties as assigned

Qualifications, skills and experience

• Relevant tertiary qualification (preference will be given to Degreed candidates)
• Five to seven years of experience as an executive assistant or experience in senior executive setting
• Very strong MS office skills (Excel, Word, PowerPoint and Outlook)
• Driver’s License
• Professional and presentable
• Excellent communications skills (both verbal and written)

Personal Attributes

• A high level of professionalism, integrity, and ethical behaviour
• Must be able to maintain strict confidentiality and exercise discretion in handling sensitive information.
• Must be able to multitask and maintain exceptional attention to detail.
• Excellent interpersonal skills to establish and maintain positive working relationships with executives, colleagues, and external stakeholders.
• Flexibility to work with various executive team members, all levels of internal management and staff, as well as outside clients and suppliers.
• Must be proactive and be able to anticipate the needs of the team and take initiative accordingly.
• Highly reliable, punctual, and responsible to handle tasks independently and meet deadlines consistently.
• Good listening skills and be able to adapt communication style to different individuals and situations.
• Must be able to prioritise tasks, manage competing demands, and remain composed under pressure is crucial.
• Ability to work independently with little or no supervision.
• Ability and willingness to manage multiple priorities in a professional manner
• Ability to comfortably manage multiple administrative tasks and priority changes