Executive Personal Assistant

Personal Executive AssistantWe are seeking a highly organized, discreet and proactive Personal Executive Assistant to provide comprehensive business and personal support to senior executives. This is a trusted, hands-on role requiring someone who can manage competing priorities, anticipate requirements, follow up persistently and take ownership of matters through to completion. The successful candidate must be equally comfortable coordinating important business matters and handling practical personal requirements.Key ResponsibilitiesExecutive and Workflow SupportManage calendars, appointments, reminders and competing priorities.Coordinate schedules and identify clashes or urgent commitments in advance.Maintain a central action list covering business and personal matters.Track commitments, deadlines and delegated tasks through to completion.Proactively follow up with employees, suppliers, advisers and other stakeholders.Review and prioritize email and WhatsApp correspondence where authorized.Draft routine correspondence and highlight matters requiring direct attention.Prepare meeting agendas, supporting documents and concise briefing notes.Attend selected meetings, record decisions and monitor action items.Provide regular summaries of outstanding matters, upcoming deadlines and required decisions.Business AdministrationLiaise with accountants, lawyers, banks, insurers and other professional advisers.Maintain trackers for contracts, license's, insurance policies, renewals, applications and important deadlines.Collect, organize and submit documents or information when required.Monitor unresolved matters and escalate delays or risks before deadlines are missed.Ensure that instructions and decisions are accurately communicated and followed through.Financial AdministrationPerform basic bookkeeping and administrative reconciliations.Organize invoices, receipts, statements and supporting documents.Track expenses, payments, reimbursements and outstanding accounts.Prepare payment schedules and supporting documentation for approval.Process authorized payments in accordance with established controls.Liaise with finance personnel regarding queries, missing documents and reconciliations.Maintain strict confidentiality over banking and financial information.Document and Information ManagementCreate and maintain an accurate, secure and searchable digital filing system.Maintain records for agreements, policies, statements, vehicles, license's, insurance and important personal documents.Implement consistent naming conventions and filing standards.Ensure that current and signed documents can be located immediately.Maintain secure and controlled access to confidential information.Personal and Lifestyle SupportCoordinate travel arrangements, including flights, accommodation, transport and itineraries.Assist with administration and personal errands when required.Track renewals, payments, appointments and important dates.Coordinate vehicle, property, insurance and household-related administration where required.Research and Problem-SolvingIndependently investigate queries and provide concise findings and recommendations.Source and compare suitable quotations where practical.Verify information rather than simply forwarding it.Identify administrative gaps and recommend practical improvements.Take responsibility for resolving matters from start to finish.Candidate RequirementsAt least three years’ proven experience as an Executive Assistant, Personal Assistant or in a similar senior support role.Experience supporting more than one executive would be advantageous.Strong organizational, administrative and follow-up abilities.Practical experience with basic financial administration and recordkeeping.Excellent written and verbal communication skills.Fluency in English is required, Afrikaans advantageousA valid driver’s license is essential.Comfortable using email, WhatsApp, calendars, spreadsheets and digital filing systems.Willing to assist outside ordinary office hours when necessary.Able to manage confidential personal and commercial information with absolute discretion.The Right PersonYou should be:Highly organized, structured and systematic.Proactive rather than dependent on detailed instructions.Persistent with follow-ups while remaining professional.Comfortable working with incomplete information and finding solutions.Able to separate genuinely urgent matters from background noise.Detail-focused without losing sight of the main priorities.Confident when dealing with senior professionals and employees.Calm, resourceful and dependable under pressure.Comfortable receiving instructions from two executives and clarifying priorities when required.