Personal Assistant

Full Job Description:

Personal Assistant to the Managing Director

Role Overview: A Pivotal Support to Executive Leadership

We are actively seeking an exceptional and highly accomplished Personal Assistant to provide comprehensive, proactive, and confidential administrative and executive support directly to our esteemed Managing Director. This is a critical and highly visible role where the successful candidate will not only manage the day-to-day operations of the MD’s office but also act as a central hub of information and coordination. Your contributions will be instrumental in ensuring the Managing Director’s office operates with unparalleled efficiency, seamless organization, and meticulous attention to every detail, allowing them to focus on strategic initiatives and critical decision-making. This position requires an individual who embodies discretion, anticipates needs, and consistently delivers a world-class level of support in a dynamic and fast-paced corporate environment.

Key Responsibilities: Orchestrating Executive Efficiency and Effectiveness

The responsibilities of this role extend beyond traditional administrative duties, encompassing a broad spectrum of critical functions that directly impact the Managing Director’s productivity and the overall success of the organization. You will be expected to:

• Strategic Calendar & Travel Management: Take full ownership of planning, scheduling, and meticulously coordinating all meetings, intricate calendar events, and complex executive travel arrangements, including international itineraries. This involves anticipating potential conflicts, proactively rescheduling as necessary, booking flights, accommodations, ground transportation, and managing visa applications or other necessary travel documentation. Your goal is to ensure the MD’s schedule is optimized, productive, and free from logistical concerns.
• Impeccable Diary, Email, and Correspondence Management: Expertly manage the Managing Director’s busy diaries, acting as a gatekeeper and prioritizing appointments with utmost discretion and efficiency. This includes filtering, drafting, and responding to emails on behalf of the MD, as well as handling all incoming and outgoing correspondence with professionalism and precision. You will be responsible for maintaining an organized communication flow and ensuring timely responses to all urgent matters.
• Comprehensive Administrative & Documentation Oversight: Perform a wide range of essential administrative tasks with exceptional attention to detail. This includes the precise preparation, formatting, and proofreading of confidential documents, presentations, reports, and other business materials. You will also be responsible for establishing and maintaining robust filing systems (both physical and digital), ensuring easy retrieval of critical information, and compiling accurate reports as required.
• Proactive Liaison and Stakeholder Management: Serve as a primary point of contact, liaising effectively and professionally with a diverse range of internal teams across all departments, external clients, key business partners, and other critical stakeholders on behalf of the Managing Director. This involves coordinating communications, scheduling collaborative sessions, and ensuring smooth information exchange, always upholding the company’s professional image.
• Dynamic Project Support and Ad-Hoc Initiatives: Provide dedicated and flexible support to special projects, strategic initiatives, and various ad-hoc requests as they arise. This may involve conducting research, collating data, preparing summaries, or assisting with event planning. Your ability to quickly adapt, learn new tasks, and contribute effectively to diverse projects will be highly valued.
• Expense Management & Record Keeping: Accurately track, process, and reconcile the Managing Director’s expenses, ensuring compliance with company policies and timely submission. Maintain meticulous records of all financial transactions and administrative activities.

Requirements: The Profile of an Exceptional Executive Support Professional

To excel in this demanding yet rewarding role, candidates must demonstrate a proven track record of success and possess a distinctive blend of skills and experiences:

• Extensive Professional Experience: A minimum of 5-10 years of progressive experience in a similar Personal Assistant (PA) or Executive Assistant (EA) role is essential. Ideally, this experience will have been gained within a dynamic corporate setting, supporting senior executives or C-suite leadership, where confidentiality and high-level organizational skills were paramount.
• Mastery of Schedule and Diary Management: Demonstrated, irrefutable ability to expertly plan, schedule, and coordinate complex meetings, intricate calendar events, and manage multiple demanding diaries effectively. You should have a proven track record of proactively identifying and resolving scheduling conflicts and optimizing executive time.
• Exceptional Autonomy and Initiative: A strong and proven ability to work independently with minimal supervision, taking initiative, anticipating needs, and proactively addressing potential issues before they arise. You are a self-starter who thrives in an environment requiring independent problem-solving and decision-making within your scope.
• Flexibility and Dedication: A high degree of flexibility to work extra hours when required, which may occasionally include evenings or weekends, particularly during peak periods, project deadlines, or travel demands. This role requires a commitment to ensuring executive support is consistently available when needed.
• Advanced Technical Proficiency: Advanced proficiency in the entire Microsoft Office suite is non-negotiable, including Word (for professional document creation), Excel (for data management and basic analysis), PowerPoint (for impactful presentations), and Outlook (for sophisticated email and calendar management). Experience with other relevant business software or collaboration tools is a plus.
• Superior Communication Capabilities: Possess excellent, articulate communication skills, both verbal and written, in English. The ability to convey information clearly, concisely, and professionally to diverse audiences is critical. Proficiency in Afrikaans would be a significant advantage, demonstrating an ability to connect with a broader range of stakeholders.
• Resilience in High-Pressure Environments: A demonstrated ability to work effectively under pressure in a high-volume, deadline-driven environment. You remain calm, focused, and efficient even when faced with multiple competing priorities and tight deadlines, maintaining accuracy and quality of work.
• Innate Professionalism and Discretion: Exude a consistently discreet, proactive, and highly professional demeanor. You understand the critical importance of confidentiality in handling sensitive information and demonstrate impeccable judgment, integrity, and ethical conduct at all times. Your proactive approach means you anticipate needs rather than simply reacting to requests.
• Strong Interpersonal Skills: Excellent interpersonal skills with the ability to build rapport and effectively collaborate with internal teams, clients, and external partners at all levels. You are approachable, diplomatic, and an effective problem-solver.
• Organizational Acumen: Possess unparalleled organizational skills, with an acute eye for detail and the ability to manage multiple tasks and priorities seamlessly without compromising accuracy or quality.

If you are a highly organized, professional, and dedicated individual with a passion for supporting executive leadership in a fast-paced environment, we encourage you to apply for this exciting opportunity. Join our team and play a vital role in our continued success.

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