Executive Personal Assistant

Collab International is looking for an experienced Personal Assistant to join their team. The role is based in Kloof, KZN.

Key Roles and Responsibilities:

• Manage a busy diary and coordinate internal and external meetings.
• Arrange Microsoft Teams and other virtual meetings.
• Monitor deadlines, follow-ups and outstanding action items.
• Draft and format professional emails, letters and other business communications.
• Assist with travel planning, itineraries, appointments and meeting logistics.
• Prepare meeting agendas, supporting documents and follow-up notes.
• Maintain confidentiality and exercise sound judgement when dealing with sensitive business, employee and client information.
• Anticipate requirements and raise important deadlines or issues before they become urgent.
• Document Preparation and File Management.
• Format policies, procedures, contracts, proposals, reports, presentations and other professional documents.
• Ensure documents are consistently branded, accurately formatted and presentation-ready.
• Convert, combine, edit and organise PDF and Microsoft Office documents.
• Proofread documents for grammar, spelling, numbering and formatting errors.
• Create templates , marketing material , social media and recruitment posts on canva.
• Maintain structured electronic filing systems.
• Save documents in the correct folders using prescribed naming conventions.
• Ensure that current and final versions of documents can be located quickly.
• Prepare schedules, tables, trackers and supporting documents using Microsoft Word and Excel.
• Work accurately under tight and sometimes same-day deadlines.
• Maintain contact lists and other business-development records.
• Support special projects and ad hoc operational requirements.
• Follow up with internal and external stakeholders to ensure tasks are completed.
• Assist with reference checks, qualifications, availability, salary information and other pre-employment documentation.
• Maintain professional and responsive communication with candidates throughout the recruitment process.
• Provide high-level virtual administrative support to the Managing Director.

Essential Skills and Experience

• At least 3-5 years’ experience as an Executive PA, senior administrator, recruitment coordinator or in a comparable role.
• Demonstrable experience supporting a senior executive, business owner or managing director.
• Experience coordinating recruitment processes, screening CVs and arranging interviews.
• Advanced proficiency in Microsoft Word, Outlook, Excel, PowerPoint,Canva and Microsoft Teams.
• Excellent document-formatting and proofreading skills.
• Strong written and verbal English communication.
• Exceptional organisational and time-management abilities.
• The ability to prioritise effectively when several matters are simultaneously urgent.
• A high level of accuracy and attention to detail.
• The ability to work independently i with limited supervision.
• Excellent discretion and respect for confidentiality.

Experience in a legal, recruitment, professional-services or corporate environment including broader experience in graphic design, digital marketing or content creation would be highly advantageous.

Competencies:

• Calm, resilient and composed under pressure.
• Highly responsive and comfortable working at pace.
• Proactive rather than purely task-driven.
• Resourceful and able to solve problems independently.
• Meticulous about detail, presentation and accuracy.

Pay: R15 000,00 - R20 000,00 per month

Work Location: In person