Executive Personal Assistant

REQUIREMENTS

Minimum education (essential):

• National Senior Certificate
• Degree in Public Relations (Advantageous)

Minimum applicable experience (years):

• 10+ years as a Executive Personal Assistant

Required nature of experience:

• Proven experience managing complex executive calendars and scheduling across multiple stakeholders.
• Experience coordinating local and international travel arrangements.
• Exposure to preparing high-level reports, presentations, and board documentation.
• Experience handling confidential and sensitive information with discretion.
• Demonstrated ability to work in a fast-paced, high-pressure environment with shifting priorities.

Skills and Knowledge (essential):

• Advanced proficiency in MS Office (Advanced Excel and Advanced PowerPoint) Excellent verbal and written communication skills
• Strong organisational and time management skills with the ability to prioritise effectively
• High level of attention to detail, accuracy, problem-solving skills and initiative

Other:

• Language proficiency: English (German advantageous)
• Professional interpersonal skills with the ability to engage stakeholders at all levels
• Flexibility and responsiveness, including availability outside standard business hours when required
• Ability to maintain confidentiality and exercise sound judgment

KEY PERFORMANCE AREAS, WEIGHTS AND OBJECTIVES

• Manage and coordinate the Executives complex calendar, including scheduling meetings, resolving conflicts, and prioritising engagements.
• Screen and manage incoming calls, emails, and correspondence, ensuring timely and appropriate responses.
• Act as the primary point of contact for internal and external stakeholders, handling queries professionally.
• Prepare high-quality presentations, reports, meeting minutes, agendas, and other documentation.
• Maintain and manage the Executives contact database.
• Review, research, and consolidate information to support decision-making.
• Anticipate the Executives needs and proactively manage tasks to optimise time and efficiency.
• Provide support with personal matters, including events and family-related arrangements where required.
• Remain responsive outside of standard business hours when necessary.

• Coordinate all travel arrangements for the Executive and, where required, staff, including flights, accommodation, car hire and forex.
• Develop detailed travel itineraries and ensure seamless execution of plans.
• Manage last-minute changes and troubleshoot travel-related issues efficiently.

• Manage sensitive and confidential information with the highest level of discretion.
• Maintain and oversee daily schedules, meetings, and key events.
• Draft and prepare professional correspondence, including internal communications, board documentation, and stakeholder engagement.
• Assist in the preparation of executive presentations and reports.
• Coordinate logistics and documentation for meetings, including board and leadership engagements.
• Ensure effective document management and filing systems.
• Support overall office coordination related to the Executives activities.

• Provide support on special projects and strategic initiatives as required.
• Conduct research and compile insights to assist with business decisions.
• Take on additional responsibilities as delegated by the Executive or CEO.

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