Pretoria: PA to Admin Executive(AD 65-S)/PA vir Admin Uitvorende hoof(AD 65-S) posted by Werkie

About the Role

Our client is looking for a highly organized and professional Executive Personal Assistant to support the Admin Executive and ensure efficient coordination, communication, and operational flow across departments.

Key Responsibilities

• Manage and maintain the Admin Executives calendar.
• Schedule internal and external meetings.
• Prioritize meetings based on operational importance.
• Prevent scheduling conflicts.
• Prepare daily and weekly calendar briefings.
• Ensure all meetings have clear agendas and required attendees.
• Monitor and manage the Admin Executive inbox.
• Categorize emails according to priority.
• Draft responses for executive review and approval.
• Redirect operational matters to relevant department heads where appropriate.
• Follow up on unanswered emails and pending matters.
• Ensure timely responses to internal and external stakeholders.
• Maintain a master tracker of tasks assigned by the Admin Executive.
• Monitor deadlines and progress across departments.
• Proactively follow up with department heads and managers.
• Escalate delays or risks where necessary.
• Ensure completion of executive instructions.
• Prepare weekly and monthly operational report templates.
• Collect KPI data from department heads.
• Compile reports for executive review.
• Assist with EXCO report preparation.
• Prepare summaries of operational performance and risks.
• Assist in coordinating resolution with relevant departments.
• Track escalation status and outcomes.
• Maintain escalation logs and reporting.
• Prepare meeting agendas.
• Compile supporting documents.
• Take meeting minutes where required.
• Document action items and deadlines.
• Follow up on action item completion.

Requirements

• Minimum of 3 years experience as a Personal Assistant or Executive Assistant.
• Strong organizational and administrative skills.
• Excellent written and verbal communication skills.
• Strong Microsoft Office skills including Outlook, Excel, Word, and Teams.
• Ability to manage confidential and sensitive information with discretion.
• Strong attention to detail and accuracy.
• Ability to manage multiple priorities and deadlines.

Qualifications

No formal education or certifications are required for this position.