Personal Assistant to the General Manager

SUMMARY:
Immediate start, 3-month probation

POSITION INFO:

We’re recruiting on behalf of a well-established, solution-driven engineering business.

This role partners directly with the General Manager to take ownership of governance, risk, compliance, and critical operations admin.

The role

• Hours: 08:00 – 16:30
• Benefits: Discovery medical aid & Provident Fund – compulsory

JOB PROFILE

Personal Assistant to the General Manager

1. Position Information

• Job Title: Personal Assistant to the General Manager
• Department: Executive / General Management
• Reporting Line: General Manager
• Employment Type: Permanent (with benefits)
• Job Level: Senior Executive Support / Administrative
• Location: Durban, South Africa

2. Role Purpose

The Personal Assistant to the General Manager provides high‑level, confidential, and professional executive support to ensure the efficient, compliant, and well‑governed operation of the General Manager’s office.

The role has a strong emphasis on:

• Executive and administrative support
• Governance, risk and compliance (GRC) support
• HR administration and staff documentation management
• Structured reporting and data analysis
• Document control using SharePoint

The incumbent will be required to demonstrate sound judgement, discretion, and strong organisational capability within a technical engineering environment.

3. Key Result Areas (KRAs) and Responsibilities

3.1 Executive and Administrative Support

• Provide comprehensive administrative support to the General Manager
• Manage the GM’s diary, meetings, appointments, and priorities
• Coordinate meeting logistics including venues, agendas, packs, minutes, and action registers
• Draft, format, and proofread executive correspondence, reports, presentations, and briefing notes
• Manage incoming and outgoing correspondence, calls, and requests with appropriate prioritisation
• Arrange local and international travel, itineraries, and supporting documentation
• Act as a gatekeeper to the General Manager’s office, ensuring effective time management

3.2 Governance, Risk and Compliance (GRC) Support

• Support the General Manager in maintaining sound corporate governance practices
• Assist with preparation and administration of executive, management, and governance meetings
• Accurately record decisions, resolutions, approvals, and delegated authorities
• Track and follow up on governance actions, risk mitigation plans, and compliance deliverables
• Maintain audit‑ready documentation and evidence for governance and compliance purposes
• Ensure confidentiality and secure handling of sensitive business and governance information

3.3 HR Administration and Staff Documentation Management

• Manage, maintain, and control staff documentation in line with company policy and legal requirements
• Ensure staff files are complete, accurate, current, and securely stored (electronic and/or physical)
• Administer HR‑related documentation, including (as authorised):
• Employment contracts and contract amendments
• Performance management and review documentation
• Training records, certifications, and compliance requirements
• Disciplinary, grievance, and incident documentation
• Leave and statutory records
• Support the General Manager and HR function with documentation for appointments, changes, and exits
• Maintain strict confidentiality and appropriate access controls at all times

3.4 Reporting, Data and Business Support

• Compile, analyse, and present information to support executive decision‑making
• Develop and maintain trackers, registers, dashboards, and reports using advanced Microsoft Excel
• Support monthly and periodic management reporting processes
• Ensure accuracy, consistency, and timeliness of all data and reporting outputs

3.5 SharePoint and Document Control

• Administer and maintain SharePoint document libraries relevant to the General Manager’s office
• Apply disciplined document control practices, including:
• Version control
• Naming conventions
• Access permissions
• Document classification and retention
• Ensure governance, HR, and executive documentation is structured, accessible, and audit‑ready

3.6 Stakeholder Engagement and Coordination

• Liaise with internal departments on behalf of the General Manager
• Coordinate with external stakeholders such as clients, suppliers, auditors, and service providers as required
• Maintain professional, effective, and respectful working relationships

4. Minimum Requirements

4.1 Qualifications

• Diploma or Degree in Business Administration, Office Management, Human Resources, or related field
• Additional training in executive assistance, governance support, HR administration, or project coordination is advantageous

4.2 Experience

• Minimum 5–8 years’ experience as a Personal Assistant or Executive Assistant supporting senior management
• Previous HR administration or HR support experience is essential
• Experience managing confidential staff documentation and records
• Exposure to engineering, technical, industrial, or project‑based environments is advantageous

5. Knowledge, Skills and Competencies

5.1 Technical Skills (Essential)

• Advanced Microsoft Excel (formulas, pivot tables, data analysis, reporting)
• Strong working knowledge of SharePoint (document libraries, permissions, version control)
• Proficiency in Microsoft Outlook, Word, and PowerPoint
• Strong written communication and professional document formatting skills

5.2 Core Competencies

• Planning and organising
• Attention to detail and accuracy
• Analytical thinking and problem‑solving
• Time management and prioritisation
• Professional communication
• Confidentiality and ethical conduct

5.3 Behavioural Attributes

• High level of integrity, discretion, and professionalism
• Proactive, structured, and solutions‑oriented
• Calm and effective under pressure
• Strong interpersonal skills and executive presence
• Ability to work independently while supporting executive priorities

6. Performance Management

• Performance will be reviewed monthly during the fixed‑term contract
• Assessment will be based on an approved performance scorecard and assessment matrix
• Key focus areas include:
• Executive support effectiveness
• Governance and compliance documentation quality
• Accuracy and control of staff documentation
• Excel and SharePoint capability
• Professional conduct and stakeholder engagement