SUMMARY:
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POSITION INFO:
Minimum Qualifications and Experience:
•Matric.
•National Diploma in Office Administration/ Management / Secretarial Certificate/ Travel and Tourism advantageous.
•Proficient in the use of the MS Office Suite.
•Advanced Excel skills.
•3 - 5 years’ experience in an Executive PA role.
•Tech-literate: proficient in Microsoft Office, Zoom/Teams, and booking platforms.
•Valid driver’s license and own a reliable vehicle.
•Willing to work overtime as and when requested and be available after hours and weekends at any given time, when staff are travelling.
•Practical experience in working with Amadeus.
•Fares and ticketing experience.
•Sound knowledge of domestic and international travel requirements.
Soft Skills:
•Highly organised with exceptional attention to detail and follow-through.
•High emotional intelligence and discretion, with a calm, professional demeanour.
•Able to manage complex priorities across multiple domains (business, personal, household).
•Proactive, responsive, and solution-orientated.
•Fast learner and adaptable to change.
•Presentable with excellent telephone manner.
•Excellent written and verbal communication skills.
•Proactive.
Ability to work independently.
•Discreet.
•Able to work under pressure in a fast-paced environment.
•Professionalism.
•Highly accurate and focused.
•Ability to effectively manage time and perform multiple tasks simultaneously.
•Ability to meet deadlines.
•Strong administrative and organizational skills.
Main Duties/Key Results Areas:
•Diary and Priority Management:
oManage and synchronize the Directors’ calendars, including personal, professional, and shared events.
oSet reminders, schedule appointments, and maintain effective diary oversight.
oEnsure smooth daily engagements and proactively coordinate around shifting priorities.
oRedirect non-urgent issues to relevant team members when a Director is unavailable.
oProcess approvals, signatures, and documentation requests on behalf of the Directors.
oProvide after-hours diary support and handle any urgent administrative requests as needed.
•Meeting Coordination and Support:
oArrange and coordinate all meetings, including board meetings, investor meetings, and internal reviews.
oSchedule meetings, compile and circulate agendas, and ensure all relevant documentation is available in advance.
oRecord meeting attendance and excusals; ensure all attendees are adequately briefed.
oProfessionally handle and reroute telephone calls relating to meetings or schedule queries.
oArrange catering when required, including dietary preference confirmations.
oOrganise video or teleconferencing and liaise with IT to troubleshoot any issues ahead of time.
oTake accurate minutes, manage follow-up of action items, and maintain records.
oFollow up to ensure meetings occur as scheduled and resolve any conflicts or double bookings
Travel and Logistics Management:
oCoordinate all travel requirements for the Directors, the business, and all related entities.
oObtain travel authorisations and expense approvals from the relevant Director.
oLiaise with the National Sales Director to verify international fares and duty allocations.
oAdvise on and assist with securing travel documentation, including visas and insurance.
oMake and manage all travel bookings: flights, hotels, car rentals, restaurants, etc.
oCreate and distribute detailed travel itineraries, including appointments, maps, and contact details.
oEnsure timely bookings and proactively manage changes or emergencies during travel.
Executive Support and Administration:
oProvide ongoing support to the Directors across both professional and personal matters.
oAttend to administrative duties including filing, scanning, printing, and document preparation.
oHandle sensitive and confidential correspondence, including after-hours communication.
oSupport event management tasks, including scheduling, logistics, and execution assistance.
oLiaise with household staff and assist in coordinating family schedules where relevant.
oMaintain organised digital and physical filing systems across business and personal domains.
oCross-Functional & Ad-Hoc Support
Cross-Functional and Ad-Hoc Support:
oAct as a central coordination point for the Directors and other departments as needed.
oProvide support to wider teams for special projects or urgent administrative needs.
oConduct research, prepare reports, and deliver briefs to assist with decision-making.
oRepresent the Directors in professional correspondence or internal communications when delegated.
oAssist with philanthropic projects, personal investments, and related business ventures.
oExecute any other tasks necessary for the effective functioning of the Directors' roles and businesses.
All other tasks and related duties as expected from the employer from time to time.
