Executive Personal Assistant

About the Role

We are looking for a highly efficient and discreet Executive Personal Assistant to deliver extensive business and personal assistance to senior executives. This position demands a proactive individual who can juggle multiple priorities, foresee requirements, persistently follow up, and take full ownership to ensure tasks are completed. The ideal candidate will be comfortable handling critical business engagements as well as practical personal tasks.

Key Responsibilities

• Manage executive calendars, appointments, reminders, and conflicting priorities efficiently.
• Arrange schedules and detect scheduling conflicts or urgent commitments ahead of time.
• Keep a centralized task tracker for both work and personal matters.
• Monitor and complete delegated tasks, commitments, and deadlines.
• Proactively follow up with team members, vendors, advisors, and other parties.
• Filter and prioritize email and WhatsApp communications when authorized.
• Draft standard correspondence and flag items requiring executive attention.
• Prepare agendas, relevant documents, and brief, precise meeting notes.
• Attend pertinent meetings, record decisions, and track action points.
• Provide consistent overviews of pending issues, deadlines, and decisions needed.
• Liaise with accountants, legal advisors, banks, insurers, and other professionals as needed.
• Maintain trackers for contracts, licenses, insurance policies, renewals, and applications.
• Gather, organize, and submit necessary documents and information.
• Identify delays or risks in processes and escalate issues proactively.
• Ensure instructions and decisions are accurately relayed and followed up.
• Conduct basic bookkeeping and administrative reconciliations.
• Organize invoices, receipts, bank statements, and related documents.
• Monitor expenses, payments, reimbursements, and outstanding accounts.
• Develop payment schedules and prepare approval documentation.
• Process payments in line with internal controls.
• Coordinate with finance staff on queries and reconcile discrepancies.
• Maintain strict confidentiality on financial and banking information.
• Create and preserve a secure, organized, and searchable digital filing system.
• Keep records updated for agreements, policies, vehicle documents, licenses, insurance, and vital personal documents.
• Apply consistent naming conventions and filing standards.
• Ensure immediate access to current and signed documents.
• Control secure access to confidential materials.
• Arrange travel logistics including flights, lodging, transport, and itineraries.
• Support with administrative tasks and personal errands as necessary.
• Track and manage renewals, payments, appointments, and key dates.
• Manage administrative duties related to vehicles, properties, insurance, and household matters.
• Research independently to resolve queries and provide concise reports with recommendations.
• Obtain and compare quotations where applicable.
• Verify information thoughtfully rather than simply passing it on.
• Spot administrative gaps and suggest practical enhancements.
• Take full responsibility for resolving tasks from inception to closure.

Candidate Profile

• Minimum of three years’ experience as an Executive Assistant, Personal Assistant, or in an equivalent senior support position.
• Experience supporting multiple executives is a plus.
• Strong organizational and administrative competence with excellent follow-through.
• Practical experience in basic financial administration and record management.
• Superior written and spoken communication skills.
• Fluency in English required; proficiency in Afrikaans is beneficial.
• Must possess a valid driver’s license.
• Proficiency in using email, WhatsApp, calendar tools, spreadsheets, and digital filing systems.
• Flexibility to assist beyond normal office hours if necessary.
• Ability to handle confidential personal and corporate information with utmost discretion.

Desired Traits

• Highly organized, methodical, and systematic approach to work.
• Proactive mindset with minimal need for detailed instructions.
• Persistent with follow-ups, maintaining professionalism at all times.
• Capable of working through incomplete information to find solutions.
• Adept at discerning between urgent matters and less critical issues.
• Detail-oriented while keeping focus on broader priorities.
• Confident communicating with senior leaders and team members alike.
• Reliable, calm, and resourceful under pressure situations.
• Comfortable managing instructions from two executives and prioritizing tasks accordingly.