Executive Assistant

Hr Xchange

springs, Gauteng, south-africa

Our client is seeking an Executive Personal Assistant to provide executive, administrative and coordination support to the Managing Director. The role involves managing diary commitments, coordinating meetings and travel, handling confidential information and following up on executive priorities. Responsibilities Manage the Managing Director's diary, appointments and priorities, resolving scheduling conflicts and ensuring meeting preparation. Draft and coordinate correspondence, screen calls and requests, and track communications requiring a response or decision. Coordinate executive meetings, prepare agendas and meeting packs, record minutes when required, and follow up on action items. Provide administrative support for director meetings and maintain confidential governance documents and records. Arrange local and international travel, accommodation, transport and itineraries. Coordinate client functions, management events and executive meetings as required. Maintain executive filing systems and prepare presentations, reports, expense claims and administrative records. Coordinate documents requiring review, signatures or approval. Liaise with the finance department on debtors administration, confidential monthly salary inputs and expenses. Protect sensitive company and employee information and comply with applicable confidentiality and information management policies. Requirements Matric/Grade 12 preferred. A relevant secretarial, business administration or executive-assistance qualification would be advantageous. Experience supporting senior management preferred. Experience coordinating meetings, executive documentation, travel and confidential correspondence preferred. Strong practical experience with Microsoft Office and Teams. Strong executive administration, diary management, prioritisation and follow-up skills. Ability to handle sensitive information with discretion and maintain strict confidentiality. Professional written and verbal communication skills . Our client is an equal opportunity employer.

a day ago

Director’s Assistant - Sa

D2B

Remote, south-africa

Full Time

Position: Director’s Assistant Salary: Up to 900/month Working Hours: UK business hours Holidays: UK public holidays About the Role: We are seeking a proactive, commercially minded, and detail-driven Directors' Assistant / Business Operations Assistant to join our UK based client as a dedicated full-time remote team member based in South Africa or the Philippines. Our client is an established East London law firm handling approximately 100 residential conveyancing matters per month, led by two Managing Directors. This is not a traditional personal assistant roleit is a business-critical support position designed specifically to serve as the operational right hand to the two Directors. In this role, you will take direct responsibility for taking recurring administrative, financial, and operational tasks off the Directors' desks. From managing billing and financial reporting to conducting market research and scheduling business development meetings, you will act as a trusted executor who ensures the firm's core operational engine runs smoothly without needing constant chasing. Key Responsibilities Direct Executive Support & Communication Dedicated Assistance: Work exclusively as a dedicated resource for the two Directors, protecting their time from low-level operational distractions. Professional Communication: Communicate impeccably via written and spoken English, representing the Managing Directors professionally to clients, partners, and third parties. Financial & Billing Operations Billing & Invoicing: Manage routine billing processes, track outstanding invoices, prepare fee earner financial summaries, and maintain accurate accounting data. Reporting & Data Reconciliation: Compile weekly/monthly business reports, monitor financial metrics, and reconcile data accuratelyknowing when to verify information rather than guessing. Client & Financial Records: Handle sensitive, confidential financial data and legal records with absolute discretion and strict compliance. Business Development & Operational Support Outbound Outreach & Research: Research local UK estate agents, mortgage brokers, and property professionals, make confident initial telephone contact, and arrange meetings as needed Schedule & Priority Management: Manage the Directors' calendars, coordinate appointments, take comprehensive meeting notes, and follow up on action items. Process Execution: Execute recurring administrative routines, set up digital filing systems, and keep internal business operations organise. Requirements Required Skills & Experience Executive / Operations Support Background: Proven experience as a Directors' Assistant, Operations Assistant, or Executive Assistant directly supporting busy business owners, founders, or senior leadership. Commercial & Numerical Aptitude: Strong proficiency with numbers, financial reporting, invoicing, and basic bookkeeping/data analysis. Confident Outreach Skills: Comfortable picking up the phone to conduct research, engage third parties, and book meetings without requiring a hard sales background. Unscripted & Professional Communication: Exceptional written and spoken English with an articulate, natural tone suited for UK business interactions. Ground-Level Attitude: Zero ego regarding administrative workgenuinely happy balancing high-level operational reporting with routine administrative and billing tasks. High Accountability & Judgment: Self-motivated and proactive, with the sound judgment to work independently while knowing precisely when to escalate critical financial or legal queries. Working Arrangements Setup: Full-time (40 hours per week), dedicated remote position based in South Africa or the Philippines Hours: Strict alignment with UK business hours to provide real-time operational support to the Managing Directors. What Success Looks Like The two Directors are completely freed from routine billing, reporting, and administrative chasing; business development meetings with local UK estate agents are booked consistently; financial reporting is executed with 100% accuracy; and the Directors save significant hours each week, allowing them to focus on firm growth and family life. Originally posted on Himalayas

6 days ago

Virtual Assistant - Empblsp01

Employmate

Remote, south-africa

Contractor

Virtual Assistant Location: South Africa, Remote Employment Structure: Independent ContractorStandard Working Hours: 04:00am SAST - 10:00am SAST - Part-Time ( Flexible )Salary Range: R17 000 per month depending on experience and expertise About Our Client Our client is an exciting girls' football initiative currently in its inaugural season. With a strong focus on community collaboration and empowering young girls through sport, they are building a foundation for future football clubs across South Africa. The role You will work closely with the Founder to ensure the smooth running of daily operations across Brisbane and Cape Town. From managing administration and coordinating schedules to keeping everything organised and on track, you will play a key role in allowing the Founder to focus on partnerships, player development and business growth. This role is ideal for someone who is highly organised, proactive and confident in taking initiative without needing constant direction.Key responsibilities Founder support Manage the Founder's calendar, appointments and meetings across Brisbane and Cape Town time zones Monitor and organise the inbox, triage enquiries and draft replies for approval Track correspondence with partners, sponsors, clubs and community stakeholders Maintain partnership records, agreements and key dates in one place Prepare documents, reports, presentations and correspondence Program operations Support Season One logistics, match days and events from a coordination point of view Coordinate tasks and deadlines across projects and people on the ground Keep spreadsheets, records and internal documentation accurate and current Systems and admin Complete data entry, research and general administrative tasks Support scheduling and basic admin for social media. Content creation sits with a separate role. Spot ways to improve how we organise and run things, and put them in place Safeguarding, confidentiality and representation We work with girls and their families, so the following are conditions of the role. Follow the clients safeguarding policy at all times Complete a background or working-with-children check Keep player, family, partner and sponsor information strictly confidential Represent the company in its approved voice. Make no commitments, public associations or mentions of partners without the Founder's sign-off.What you'll bring ( Essential ) Experience as a Virtual Assistant, Executive Assistant, Personal Assistant or similar Strong written English. You can draft a professional email that needs no rewriting. Excellent organisation and time management across competing priorities Strong attention to detail and comfort working independently with limited supervision Confidence with [Microsoft 365 / Google Workspace name your stack] and other online tools, and the ability to pick up new systems quickly A genuine interest in women's sport, girls' football or African sporting communities Nice to have Experience supporting a founder or an early-stage organisation Experience with CRM or project management tools Experience supporting events, partnerships or community programs Familiarity with South Africa, or experience working across time zones What success looks like Nothing falls through the cracks: tasks, follow-ups and deadlines are met The Founder's calendar, inbox and documents stay organised across both time zones Partners and stakeholders get timely, professional responses in the companies voice Records and agreements are current and easy to find The Founder spends more time on strategy, partnerships and the program itself Originally posted on Himalayas

8 days ago

Junior Procurement Administrator

Green Marble Recruitment Consultants

Pretoria, Gauteng, south-africa

FULL_TIME

Minimum Requirements: Matric. Advanced Excel. PO, invoice and quotation experience. Own vehicle and valid licence. Pretoria East residents only. Proactive, thick-skinned and takes initiative. 2 weeks' notice will be given first preference. Duties and Responsibilities: Provide administrative support to the Procurement Manager and assist with the day-to-day coordination of procurement activities. Receive and record purchase requisitions, check that requests include the necessary descriptions, quantities, specifications, delivery details, and approvals, and refer incomplete requests for correction. Request quotations from approved or prospective suppliers as instructed and compile quotation comparisons for review by the Procurement Manager or Procurement Officer. Prepare purchase orders and related procurement documentation for review or approval in accordance with Company procedures. Maintain an accurate procurement tracker showing requisitions, quotations, approvals, purchase orders, expected delivery dates, and outstanding actions. Communicate with suppliers regarding quotations, order acknowledgements, delivery dates, documentation, and routine queries. Follow up on outstanding orders and advise the Procurement Manager of delays, shortages, price changes, or other issues requiring attention. Assist with maintaining supplier records and obtaining required supplier forms, banking details, tax information, and other supporting documents, subject to Company verification and approval procedures. Assist in resolving discrepancies between purchase orders, delivery notes, invoices, and goods received by referring issues to the appropriate person. Maintain orderly electronic and physical procurement records, including requisitions, quotations, purchase orders, delivery documentation, supplier correspondence, and approvals. Capture and update procurement information accurately on the Company's systems and spreadsheets, including MS Office and Xero where required and authorised. Compile routine procurement reports, order status updates, and administrative summaries for the Procurement Manager. Handle confidential supplier, pricing, commercial, and Company information discreetly and only share it with authorised persons. Coordinate with requesting departments, site personnel, suppliers, finance, and other relevant stakeholders to support efficient procurement processes. Monitor deadlines and ensure that follow-up actions are completed promptly. Communicate professionally in English or Afrikaans and maintain a high standard of accuracy and organisation. Comply with Company policies, approval limits, document-control requirements, and confidentiality obligations. Perform other reasonable procurement administration and personal assistant duties as assigned by the Company.

9 days ago

Quality Assurance Office Administrator

AVI Limited

Western Cape, south-africa

full-time

Key Areas of Impact: Receptionist to Micron and Quality Assurance departments. Secretarial assistance, manage departments travel arrangements, claims and type technical audit reports. Generate the departments SAP purchase orders, inputs, Goods Received (GRVs) and service entries. Coordinate the Micron Lab customer reports and results as per request. Responsible for the maintenance of the department's filing. Responsible for ordering stationary and protective clothing for the Technical Department and Micron Lab. Responsible for driving creativity for all unit events to foster a positive, collaborative and high-performance team culture. What It Takes to Succeed: Experience that set you up for success: Minimum 3 years' experience in a secretarial or Personal Assistant position SAP knowledge Qualifications & Certifications that will contribute to your success: Grade 12 / Matric The ideal candidate will hold a completed qualification in an administrative field. Additional Requirements that will enhance your impact for success: Good telephone etiquette and strong typing and report writing Knowledge of financial processes Good communication and interpersonal skills Demonstrates punctuality, reliability and a strong commitment to attendance Closing Date 29 October 2026

9 days ago

Office Manager And Pa

Vital Element (Pty) Ltd

Durban (Durban CBD), south-africa

Default

An established and growing organisation is seeking a highly organised, detail-oriented Office Manager and Administration Support professional to play a central role in ensuring the smooth operation of finance, HR, compliance, and administrative functions. This position requires a proactive individual who is capable of managing multiple responsibilities simultaneously while maintaining confidentiality, professionalism, and high levels of accuracy. Responsibilities:Financial Administration: Manage and reconcile petty cash transactions and company credit card expenses Oversee debtor collections and follow up on outstanding accounts Capture, reconcile, and process creditor invoices and supplier payments Process employee advances and maintain accurate financial records Assist with month-end financial administration and reporting Payroll and Employee Administration: Prepare and manage monthly payroll-related schedules and payments Coordinate submissions relating to provident funds, risk benefits, bargaining councils, unions, and statutory requirements Assist with Employment Equity reporting and related compliance activities Compliance and Regulatory Administration: Maintain and update compliance documentation and statutory registrations Manage renewals of licences, registrations, and compliance certificates Ensure ongoing compliance with regulatory bodies and industry requirements Assist with audits and preparation of supporting documentation Insurance, Fleet and Asset Administration: Manage insurance claims and liaise with brokers and insurers Maintain accurate fleet and company asset records Monitor vehicle licence renewals and related documentation Procurement and Supplier Coordination: Manage supplier relationships and coordinate orders and deliveries Oversee uniform procurement and stock administration Coordinate supplier payments and related documentation Tender and Administrative Support: Assist with the preparation and submission of tender documentation Ensure all compliance documentation required for tenders is accurate and up to date Provide comprehensive administrative support to management Office Operations: Oversee day-to-day office management and maintenance Coordinate service providers, repairs, and office supplies Manage directors' schedules and meeting reminders Maintain organised filing systems, both electronic and manual Draft professional correspondence and company documents Injury on Duty (IOD) Administration: Manage and administer IOD claims and supporting documentation Submit claims to relevant authorities within required deadlines Follow up on outstanding claims and maintain accurate records Ensure all documentation is professionally prepared and properly filed Requirements: Proven experience in Office Management, Administration, Finance Administration, or a similar multifunctional role Strong understanding of debtors, creditors, reconciliations, and payment processing Experience with payroll administration and compliance reporting Knowledge of South African labour and compliance regulations will be advantageous Intermediate to advanced Microsoft Excel skills Experience working with accounting and payroll systems Exceptional organisational skills and attention to detail Ability to manage multiple priorities in a fast-paced environment Strong communication and stakeholder management abilities The successful candidate will be highly organised, deadline-driven, trustworthy, and capable of taking ownership of a broad range of administrative, financial, and compliance responsibilities while supporting the overall efficiency of the business. Desired Skills: Quickbooks Pastel Financial Admin Payroll IOD Admin Compliance Admin Insurance Admin Tenders Admin Office operations Supplier Admin Desired Work Experience: 1 to 2 years Personal Assistant Desired Qualification Level: Diploma

13 days ago

Personal Assistant

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