Midrand: Executive Personal Assistant posted by I Grow Wealth Investments

• Matric.
• Diploma/Degree in Office Administration, Secretarial Studies, Business Management, or a related field advantageous (advantageous).
• Minimum 5 years’ experience as a Personal Assistant or Executive Assistant, supporting senior management.
• Proven experience managing complex diaries and travel arrangements.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) — advanced level.
• Experience with travel booking platforms and online diary tools.
• Familiarity with property management software such as WeconnectU, TMS, Red Rabbit, or PayProp(advantageous).
• Zoho CRM experience (beneficial).
• Comfortable navigating multiple systems to source data for reporting. will have a distinct advantage.
• Must be strong on using AI for work efficiencies.
• Own reliable transport and valid drivers lisence.
• Excellent written and verbal communication skills in English are essential.

The duties and responsibilities include, but are not limited to:

Executive Diary & Calendar Management

• Proactively manage and coordinate the diaries of the CEO and COO, including scheduling meetings, appointments, and internal/external engagements.
• Anticipate scheduling conflicts and resolve proactively, always prioritising executive time effectively.
• Prepare daily briefing notes and ensure both executives are fully prepped for upcoming meetings.
• Manage meeting logistics: send invitations, prepare agendas, take minutes, and follow up on action items.

Travel, Accommodation & Itinerary Management

• Arrange all domestic and international travel for the CEO, COO, Heads of CoEs, and other iGrow Rentals staff as required, including flights, accommodation, ground transport, and airport transfers.
• Build comprehensive, end-to-end travel itineraries ensuring cost-effectiveness and seamless logistics.
• Manage travel documentation: visas, travel insurance, expense claims, and reconciliations.
• Coordinate travel requirements for CoE heads on a regular basis and for other iGrow Rentals staff on an ad hoc basis.
• Handle last-minute changes and rebookings with efficiency and composure.

Communication & Correspondence

• Screen, manage, and prioritise incoming calls, emails, and correspondence on behalf of the CEO and COO.
• Draft, proofread, and send professional correspondence, reports, and presentations — reviewing all outgoing material for accuracy, tone, and completeness before dispatch.
• Act as a first point of contact and ambassador for the executives with internal and external stakeholders.
• Candidates with a working understanding of landlord/tenant dynamics and the lease lifecycle will be able to triage routine rental management correspondence more autonomously — this is considered a strong advantage in this role.
• Maintain strict confidentiality in all matters.

Rental Business & CoE Support

• Provide administrative support to the iGrow Rentals business operations as directed by the CEO and COO.
• Extend administrative support to the Heads of Centres of Excellence (CoEs) as directed, including scheduling, correspondence management, and document preparation.
• Assist with tenant correspondence, lease documentation tracking, and property-related scheduling.
• Coordinate with external service providers, contractors, and property managers.
• Support preparation of reports, presentations, and data relating to the rental portfolio.
• Assist with invoice processing, expense tracking, and basic financial administration for the rental business.

Office & Administrative Management

• Manage office supplies, stationery, and general office administration.
• Maintain organised digital and physical filing systems for executive and business documents.
• Process expense claims and reconcile credit card statements for the CEO and COO.
• Plan and coordinate internal and external events, functions, and team engagements.
• Liaise with suppliers, service providers, and building management as required

Quality Control & Deliverable Review

• Review, proofread, and spotcheck all documents, reports, presentations, and correspondence before they are submitted to the executives or distributed externally.
• Identify errors, inconsistencies, and gaps in drafts produced by the team, and provide constructive feedback or corrections.
• Ensure all outgoing communications from the CEO and COO are polished, accurate, and professionally presented.
• Maintain high standards of written quality across all business documentation, including board packs, client-facing materials, and internal reports.
• Develop a thorough understanding of iGrow’s tone, brand standards, and communication protocols to apply consistently across all deliverables.

Projects & Ad Hoc Support

• Assist with special projects, research, and presentations as assigned by the CEO or COO.
• Support onboarding of new team members and manage related administrative processes.
• Undertake any other reasonable tasks in support of the executive team and business operations.

If you do not receive feedback within two weeks of submitting your application, please consider your application unsuccessful