Executive Assistant / Personal Assistant (Johannesburg)

About the Company

We are a leading provider of IT infrastructure and technology solutions to the retail industry across South Africa. Our services include Point of Sale (POS) systems, managed IT services, software development, field support, and technology consulting. We are seeking a highly professional, proactive, and versatile Executive Assistant to provide comprehensive support to senior executives in a fast-paced environment.

Position Summary

The Executive Assistant will provide high-level administrative and executive support to senior leadership, ensuring the efficient management of executive schedules, communications, travel arrangements, and confidential matters. This role requires an individual who is exceptionally organized, resourceful, presentable, and capable of managing multiple priorities while maintaining the highest level of professionalism and confidentiality.

The successful candidate will be an all-rounder with previous experience supporting senior executives and will be comfortable working independently with minimal supervision.

Key Responsibilities

• Provide comprehensive executive support to senior management.
• Manage complex executive calendars, meetings, appointments, and scheduling conflicts.
• Coordinate local and international travel arrangements, including flights, accommodation, visas, transport, travel insurance, and itineraries.
• Prepare detailed travel packs and ensure executives have all required documentation before travel.
• Screen and manage incoming calls, emails, and correspondence on behalf of executives.
• Draft, edit, and proofread professional correspondence, reports, presentations, and meeting documentation.
• Organize and coordinate executive meetings, board meetings, and management meetings.
• Prepare meeting agendas, compile board packs, take minutes, and follow up on action items.
• Manage confidential and sensitive information with absolute discretion.
• Liaise with internal departments, clients, suppliers, and external stakeholders professionally.
• Assist with project coordination and monitor deadlines where required.
• Maintain organized electronic and physical filing systems.
• Process expense claims and reconcile travel expenses.
• Coordinate corporate events, conferences, workshops, and executive functions.
• Monitor office supplies and executive administrative requirements.
• Handle ad hoc administrative duties and special projects as requested by management.

Minimum Requirements

• Diploma or Degree in Business Administration, Office Management, Executive Secretarial Studies, or a related field.
• Minimum of 5 years' experience as an Executive Assistant or Personal Assistant supporting senior executives.
• Experience coordinating both local and international travel.
• Valid driver's licence and own reliable transport will be advantageous.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, and Teams).
• Experience using Microsoft 365 collaboration tools.
• Excellent English verbal and written communication skills.
• Strong business writing and report preparation skills.

Work Location: In person