Office Support & Personal Assistant

As an Office Support and Personal Assistant, you will be responsible for providing high-level administrative and operational support to the Executive Team. This full-time, office-based role requires a proactive, adaptable, and professional individual who can manage day-to-day office functions, coordinate executive activities, and contribute to the smooth running of a dynamic, growing business. You will play a foundational role in the team and have the opportunity to grow with the division.

Key Responsibilities:

Executive Support:

• Coordinate calendars, travel, meetings, and expense claims for the Executive Team.
• Organize and maintain digital workspaces, including emails, shared drives, and documents.
• Ensure the team stays up to date with relevant software and tools.
• Prepare, edit, and proof correspondence, presentations, and reports.
• Provide technical troubleshooting support during presentations or virtual meetings.
• Liaise with internal departments, external partners, and other office teams.

Office Operations & Administration:

• Coordinate meetings, workshops, and events (including client and internal events), managing logistics such as venue setup, catering, transport, documentation, and minute-taking.
• Oversee office operations, including supplies, facilities, cleaning services, and vendor relationships.
• Assist with onboarding logistics, documentation, and compliance tracking for new staff.
• Maintain accurate records and assist with reporting and internal communications.
• Support team engagement activities such as celebrations and team-building events.

Communication & Problem-Solving:

• Screen incoming calls and correspondence, responding where appropriate.
• Ensure queries, requests, and complaints are referred to the correct person promptly.
• Handle confidential documents and information with discretion.
• Exercise judgment in maintaining confidentiality when required.

Qualifications & Experience:

• Matric certificate.
• Relevant tertiary qualification, certificate, or diploma in Office Administration, Business Management, or related field.
• Minimum 58 years experience in a similar role.
• Experience in the financial services industry is advantageous.
• Proficient in Microsoft Office Suite, particularly Word and PowerPoint.

Competencies & Personal Attributes:

• Strong time management, organization, and ability to prioritize tasks.
• Professional telephone and office etiquette.
• Exceptional attention to detail and customer service orientation.
• Ability to work effectively under pressure in a fast-paced environment.
• Excellent written and verbal communication skills.
• Proactive, action-oriented,
  
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