Personal Assistant

This role offers a unique opportunity to provide comprehensive secretarial and administrative support to an executive within a dynamic financial services environment. If you are a highly organised and proactive individual with a proven track record in managing executive calendars, correspondence, and logistical arrangements, this position could be an ideal next step in your career. The company is a prominent financial services group with a significant presence across Africa, known for its innovative approach and commitment to growth.

About the Role

The core function of this position is to act as the primary point of administrative and secretarial contact for an executive. This involves managing a wide range of tasks to ensure the smooth and efficient operation of their office. You will be instrumental in handling day-to-day administrative functions, allowing the executive to focus on their strategic priorities. This is a crucial support role that requires a high degree of discretion, professionalism, and an understanding of the demands placed on senior leadership.

Your responsibilities will encompass a broad spectrum of secretarial and administrative duties. Key aspects of the role include:

• **Executive Support:** Providing end-to-end support for an executive, managing their administrative requirements with precision and timeliness.
• **Diary Management:** Expertly managing the executive's calendar, scheduling appointments, and coordinating meetings, ensuring optimal time utilisation.
• **Communication Handling:** Monitoring and managing incoming and outgoing electronic communications, acting as a gatekeeper where appropriate.
• **Meeting Logistics:** Organising and preparing for meetings, including booking venues, preparing agendas, and distributing relevant documentation.
• **Travel Arrangements:** Coordinating and booking all necessary travel arrangements, both domestic and potentially international, ensuring seamless journeys.
• **Procurement:** Assisting with procurement processes related to office supplies and executive needs.
• **Reporting and Documentation:** Drafting and preparing various documents and correspondence, maintaining a high standard of written communication.
• **Liaison:** Acting as a key liaison between the executive and internal or external stakeholders.

What They're Looking For

The ideal candidate will possess a relevant diploma in Office Administration or a related field, coupled with significant experience in a similar secretarial or executive assistant capacity. A minimum of three to four years of hands-on experience supporting senior individuals with their administrative and office management needs is essential.

In terms of behavioural competencies, you should demonstrate:

• **Practical Approach:** The ability to adopt a hands-on and pragmatic approach to problem-solving.
• **Interpersonal Skills:** A natural talent for building rapport and interacting effectively with people at all levels.
• **Task Management:** Excellent organisational skills with a proven ability to manage multiple tasks efficiently and meet deadlines.
• **Composure:** The capacity to remain calm and effective under pressure.
• **Data Interpretation:** The ability to understand and work with information to support decision-making.

On the technical front, proficiency in the following areas is required:

• Diary and calendar management.
• Effective email monitoring and management.
• Coordinating meeting logistics.
• Understanding and navigating procurement processes.
• Arranging travel.
• Strong written communication skills.

This role is suited for someone who thrives in a supportive capacity, is meticulously organised, and possesses excellent communication and interpersonal skills. A proactive attitude and the ability to anticipate needs are highly valued.

In South Africa, personal assistant roles supporting executives in the financial services sector often command competitive salaries, with earning potential varying based on experience, the seniority of the executive supported, and the specific company. This sector is known for offering good career progression opportunities, and individuals in such support roles can often advance into administrative management or specialised executive support positions. Common employers include major banks, insurance companies, and investment firms across the country, particularly in economic hubs like Gauteng.

Type of Qualification: Diploma
Field of Study: Office Administration

Experience Required
Secretarial Services
Business Support
3-4 years experience in all aspects of supporting a senior persons in the management of their office or administrative requirements.

Behavioural Competencies:

• Adopting Practical Approaches
• Establishing Rapport
• Interacting with People
• Interpreting Data
• Managing Tasks
• Showing Composure

Technical Competencies:

• Diary Management
• Email Monitoring
• Meeting Logistics
• Procurement Process
• Travel Arrangements
• Written Communication