304 Diary Management jobs in South Africa

Position Summary

The Executive PA will provide high-level administrative and organisational support to the Executive team. This role ensures efficient daily operations by managing schedules, communication, travel, and confidential documentation. The PA acts as a key liaison between executives, internal teams, and external stakeholders, enabling the executives to focus on strategic priorities.

Key Roles & Responsibilities

1. Executive Support

• Manage executives’ diaries, appointments, and meeting schedules.
• Coordinate and prepare agendas, documents, and presentations for meetings.
• Attend and take minutes at meetings, ensuring accurate records and timely follow-ups.
• Handle incoming communication (emails, calls, correspondence), prioritizing and responding on behalf of executives where appropriate.
• Prepare reports, briefs, and other documentation required by executives.

2. Travel & Event Coordination

• Arrange national and international travel, including flights, accommodation, visas, and itineraries.
• Organize logistics for internal and external meetings, conferences, and events.
• Manage expenses, reimbursements, and credit card reconciliations for executives.

3. Office & Information Management

• Maintain filing systems (digital and physical) for confidential documents.
• Draft, proofread, and format correspondence and reports.
• Ensure effective flow of information between executives and internal departments.
• Track deadlines and action items, proactively reminding executives of priorities.

4. Stakeholder Liaison

• Act as the first point of contact for internal staff, clients, and external partners.
• Professionally represent the executives in all interactions.
• Build and maintain positive relationships with key stakeholders.

5. Project & Task Coordination

• Support executives in managing projects by tracking progress, deadlines, and deliverables.
• Conduct research, compile data, and prepare summaries to assist with decision-making.
• Handle ad hoc assignments and special projects as delegated.

Job Summary

Executive Personal Assistant to the Managing Director for his Group of Companies. The Executive Personal Assistant (PA) to the Managing Director (MD) provides high-level administrative, organizational, and executive support. The role requires professionalism, discretion, and the ability to handle sensitive information while ensuring the MD's office runs efficiently and effectively. This entails the daily assistance of the MD, including but not limited to; preparing all documentation for approval and signoff under the guidelines and standard expected by the company, the execution of any daily tasks in a timely manner.

It is the expectation that the Executive Personal Assistant will at all times prioritize the MD and execute any tasks throughout the day with the core goal in mind of alleviating the administrative burdens faced by the MD. Urgent items should be flagged and processed immediately. All other tasks should be processed as quickly as possible.

Duties & Responsibilities but not limited to:

• Maintain the utmost confidentiality on all matters.
• Manage the MD's calendar, schedule appointments, and coordinate meetings, conferences, and travel arrangements.
• Act as the first point of contact for internal and external stakeholders.
• Ensure smooth day-to-day operations of the MD's office
• Represent the MD's office with professionalism and integrity.
• Handle sensitive business and personal matters as required.
• Draft, review, and manage correspondence, reports, presentations, and other documentation.
• Checking requisitions as per the guidelines and standards and processing for approval in a timely manner. Attending to any admin stemming from the approval phase.
• Checking payment packs as per the guidelines and standards and processing for approval in a timely manner. Attending to any admin stemming from the approval phase and keeping an accurate record of all payments once submitted for approval.
• Ensuring that monthly payment packs once received are processed for payment before the last day of the month.
• Assist in the planning and execution of special projects.
• Track deadlines, deliverables, and commitments to ensure the MD is fully briefed and prepared.
• Conduct research and compile data for decision-making and strategic planning.
• Checking expense claims as per the guidelines and standards and processing for approval in a timely manner. Attending to any admin stemming from the approval phase.
• Ensuring that all documentation such as vendor, creditor apps etc. are submitted and check by finance in the correct manner.
• Event planning, planning events such as monthly braai's and golf days etc. at the request of the MD. Any and all administrative duties stemming from planning and arrangements. Including attending events to ensure that arrangements are executed correctly.
• Diary management.
• Screening calls for the MD and communicating efficiently.
• Ad hock daily tasks as given by the MD. These tasks will vary daily and should be executed in an efficient timely manner.
• Ad hock office management tasks such as but not limited to ordering furniture etc,
• Groceries and any other ad hoc products – Checking stock and ordering the monthly groceries and any other required stock that farm requires.
• Implementing and executing efficient processes and procedures for improvement as set out by the MD.
• Ensuring that all needs for client meetings are executed accordingly – Ensuring that a venue, snacks, drinks and food are booked accordingly etc.
• Managing the task list of duties and following up on due dates and deadlines as set out by the MD. To ensure that tasks are executed quickly and efficiently.
• Liaising information efficiently between the MD and other employees.
• Minute Taking for meetings as and when required. Preparing agendas and follow ups pertaining to these meetings.
• Collating daily, weekly and monthly management reports as requested by the MD.
• Preparing reports as requested.
• Efficient filling and document control.
• Any other requirements as per the Managing Director

Desired Experience & Qualification

• Must live in Wellington Cape Town
• Financial Qualification with at least 4 years of Bookkeeping experience
• Financial recons
• Grade 12 or equivalent.
• Minimum of 10 years' experience in a similar position.
• Must be Bilingual, with Afrikaans as a first language
• Established proficiency in MS Office with emphasis on Outlook, Word, Excel and PowerPoint.
• Good interpersonal skills and ability to communicate effectively.
• Availability to work extended hours as per operational requirements.
• Passionate about getting things done right, first time, every time.
• Self-Starter
• Ability to work efficiently on own or as part of a team, in a highly pressurized environment.
• Meticulous attention to detail.
• Flexible in terms of working hours (overtime and weekend work when required).
• Excellent sense of urgency.
• Highly organized and able to manage task lists.
• Excellent time management skills.
• Highly dedicated to the job and willing to go the extra mile.
• Respectful approach towards upper-level management.
• Excellent communication skills.
• The ability to make a plan in a tough situation.
• Multi-tasking.
• Time conscious.

About the Role

We are seeking a highly organized, professional, and proactive Executive Personal Assistant to provide comprehensive support to our Executive team. This role requires someone who thrives in a fast-paced environment, demonstrates exceptional attention to detail, and can manage multiple priorities with discretion and efficiency.

Key Responsibilities:

• Provide day-to-day administrative and executive support to the Executive team.
• Manage complex diaries, schedule meetings, and coordinate travel arrangements.
• Prepare correspondence, reports, presentations, and briefing documents.
• Screen and prioritize emails, calls, and requests, ensuring timely responses.
• Handle confidential information with the utmost professionalism and integrity.
• Liaise with internal departments, clients, and external stakeholders on behalf of Executives.
• Assist in coordinating projects, events, and board meetings as required.
• Anticipate the needs of Executives and provide proactive solutions.

Requirements:

• Proven experience as an Executive PA, Personal Assistant, or similar role.
• Excellent organizational, time management, and multitasking skills.
• Strong communication skills (both written and verbal).
• High level of discretion and ability to handle sensitive information.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).
• Professional demeanor with the ability to interact at all levels.
• A diploma/degree in Business Administration or related field will be advantageous.

What We Offer:

• A dynamic and supportive working environment.

Job Type: Full-time

Pay: R8 000,00 - R10 000,00 per month

Education:

• Diploma (Preferred)

Experience:

• Personal Administration : 4 years (Required)

Location:

• Hyde Park, Gauteng (Required)

Work Location: In person

Company Description

Small Audit firm- Bryanston

Role Description

This is a full-time role for an Executive PA located on-site in the Johannesburg Northern Surburbs. The Executive PA will be responsible for providing high-level administrative assistance to 3 Partners. Daily tasks include managing executive schedules, handling communication on behalf of executives, coordinating meetings, and performing various clerical duties. The role requires proactive management of diaries, meeting preparation, and professional liaison with internal and external stakeholders.

Qualifications

• Min NQF 5 qualfication
• +8 years of Executive Personal Assistant experience
• Excellent Communication and Diary Management skills
• Strong Clerical Skills and attention to detail
• Excellent organizational and time management skills
• Ability to work independently and handle confidential information
• Experience in a corporate environment is a plus
• Bachelor's degree in Business Administration, Management or related field preferred

A well established organisation in Benoni is seeking an Executive Personal Assistant to join their team.

Key Responsibilities:

• Diary & Schedule Management: Coordinate calendars, schedule meetings, appointments, and travel itineraries.

• Communication: Handle correspondence, screen calls/emails, draft documents, and manage inquiries on behalf of the employer.

• Administration: Maintain filing systems, prepare reports, process expenses, and oversee office or household administration.

• Travel & Logistics: Arrange flights, accommodation, visas, transport, and itineraries.

• Personal Support: Assist with personal tasks such as reservations, errands, event planning, and household/vendor management.

• Confidentiality: Handle sensitive information with the highest level of discretion and professionalism.

• Liaison: Act as a point of contact between the employer and clients, staff, suppliers, or family members.

• Project Assistance: Support with research, presentations, and special projects as required.

Skills & Competencies:

• Strong organisational and time management abilities.

• Excellent written and verbal communication skills.

• Ability to multitask and prioritise under pressure.

• Tech-savvy with proficiency in Microsoft Office/Google Workspace.

• Discreet, trustworthy, and adaptable.

• Problem-solving and proactive thinking.

• Professional demeanour with strong interpersonal skills.

Qualifications & Experience:

• At least 8+ years proven experience as a Personal Assistant, Executive Assistant, or similar role.

• Preferred: Diploma/Degree in Business Administration or related field.

• Experience in managing both business and personal tasks for senior executives/entrepreneurs.

• Valid driver's license

A leading furniture manufacturer situated in the South of Johannesburg, is seeking to employ an Executive PA who will report directly to the COO & CEO.

NOTE:

• Applicants should ensure that their application includes an updated and detailed CV, copies of all qualifications and a minimum of three contactable references. CV's can be forwarded to

Main Job Responsibilities:

The main duties include, but is not limited to:

• Act as the point of contact among executives, employees, clients and other external partners

• Maintain executices'calendars and set up meetings

• Make travel arrangements for business trips (Executives and Senior Management)

• Run errands

• Keep up with expenses and provide monthly reports/recons

• Format information for internal and external communication: send memos & emails build presentations and send reports.

• Respond to phone calls and emails

• Take minutes during meetings

• Purchase groceries and take stock of purchases for breakfasts and lunches

Minimum requirements:

The ideal candidate will have the following:

• A relevant Diploma in Business Administration, but we are willing to accept experience in lieu of education

• 5+ years experience as an Executive PA

• Experience with handling basic events

• Experience with oversees travel arrangements

• Experience with itinery & vendor management and personal shopping

• Fully computer literate with advance EXCEL & POWER POINT knowledge

• Own reliable transport with a valid code 8 license

• Well spoken – English proficient

Main Purpose

To provide a professional and comprehensive Executive Personal Assistant service and administrative support to The Foods Divisional Director: Ecosystems and team in Foods.

Key Responsibilities

• Provide an advanced, efficient, confidential administrative service to the Foods Divisional Director Ecosystems including effective diary management, agenda co-ordination, document preparation, screening of calls and general office management (filing, stationery etc).
• Provide advanced and efficient admin support in terms of research, creating presentations, consolidating and editing/ checking of all documents.
• Manage different stakeholder in different projects and streams of work.
• Project coordination, assisting in tracking project deadlines, coordinating project team efforts, and organizing project-related meetings, events or initiatives
• Gathering, collating, and preparing project status reports and maintaining project data
• Serving as a point of contact, facilitating communication between team members, different project teams, stakeholders, and management.
• Effective management of inbox to deal with the high volumes of incoming emails, responding in a professional manner where appropriate, and highlighting emails for urgent attention.
• Interpret/ anticipate systemic impacts of business/other issues (e.g. calendar changes) and exercise judgment in selecting the most appropriate course of action to ensure issues are dealt with efficiently and effectively.
• Book and co-ordinate efficient local and international travel arrangements.
• Assist with budget management of the department.
• Process invoices and ensure recons are kept.
• Provide effective personal support services.

Key Competencies

• 3 year Executive Secretarial diploma or other relevant / similar tertiary qualification
• Minimum 3 – 5 years' work experience at executive level
• Project Management skills
• Ability to effectively consolidate strategic information and documentation
• Budgeting skills and understanding of the Woolworths' financial processes
• Professional, enthusiastic, and confident with strong interpersonal skills
• Ability to build strong networks and strategic relationships with internal and external stakeholders
• High level of PC literacy skills (MS Word, Excel, Power Point and Microsoft Outlook), including formatting skills
• Effective communication skills – both verbal and written
• Strong administrative and analytical skills – including accuracy and attention to detail
• Exceptional customer service and conflict handling skills
• Strong planning and organisational skills – delivery focused and action-oriented
• Ability to multi-task, to prioritize workload and to work under pressure
• Ability to work and make decisions independently and excellent judgement
• Ability to deal with ambiguity and change

"As a proud South African brand, Woolworths is committed to transformation. Meeting our employment equity goals will be taken into account in our recruitment decisions."

The Executive Personal Assistant provides administrative support services and general support by ensuring the effective and efficient management and co-ordination of the workflow within and from the office of the Executive in MTN and thus contribute to the smooth operation of the department

Context

MTN is in a critical phase of its lifecycle where operational and commercial excellence are the essence of success. The urgency for change has become more heightened amidst increased competitive intensity and regulatory initiatives across all markets in which MTN operates. The Group Technology and Information Office must therefore ensure the successful delivery in context of:

• Highly dynamic and rapidly evolving ICT and competitive environment
• The cultural, social, political and economic realities that impact MTN's various operations
• The geographic complexity of MTN's foot print across Africa
• Management of executive and local shareholder expectations across all 16 markets as well as the various platforms
• Management of customer and industry expectations
• Promoting MTN's position as a leading network and system provider
• Constant dynamics and local challenges in the economic, regulatory and legal environments
• The interrelationship and dependencies of MTN Group regarding its diverse operations
• Diversity in judicial, legislative, and accountability cultures
• Dynamic political environments
• Technology advancement including Artificial Intelligence etc.

Values

We at MTN are a purpose and value-led organization. At MTN, we believe that understanding our people's needs and aspirations is key to creating experiences that delight you at work, everyday. We are committed to fostering an environment where every member of our Y'ello Family is heard, understood and empowered to live an inspired life.

Our values keep us grounded and moving in the right direction. Most importantly, they keep us honest. It is not something we claim to be. It is in our DNA.

As an organisation, we consider it our mission to create an exciting and rewarding place to work, where our people can be themselves, thrive in positivity and ignite their full potential. A workplace that boosts creativity and innovation, improves productivity, and ultimately drives meaningful results. A workplace that is built on relationships and achieving a purpose that is bigger than us.

Our commitments go beyond an organisational promise. It is in our leadership and managerial ethos to meaningfully partner with our employees, customers and stakeholders with a vision to realise our shared goals.

Live Y'ello

• Lead with Crae
• Can-do with Integrity
• Collaborate with Agility
• Serve with Respect
• Act with Inclusion

Key Responsibilities

• The Executive Assistant will manage calendars, travel arrangements, and daily logistics to ensure the smooth running of the entrepreneur's commitments.
• The role requires providing support for high-level meetings and confidential projects while maintaining the utmost professionalism.
• The Executive Assistant will act as a trusted sounding board and strategic right hand to the entrepreneur.
• The position involves handling personal administration tasks with discretion and efficiency.
• The Executive Assistant will assist with operations, investor relations, and deal-making across various business ventures.
• The role offers the opportunity to gain exposure to the full business lifecycle, from startup through to scale-up.

Qualifications

• The candidate should hold a degree or diploma in Business Administration, Communications, or a related discipline, although equivalent experience will also be considered.
• The candidate must demonstrate previous experience as an Executive Assistant or in a demanding, fast-paced professional environment.
• The role requires excellent organisational skills and the ability to manage multiple priorities effectively.
• The candidate must consistently demonstrate discretion, confidentiality, and professionalism in all tasks.

Key Skills

• The successful candidate must possess excellent communication and interpersonal skills, with the ability to interact confidently with a wide range of stakeholders.
• The role requires strong emotional intelligence and adaptability to succeed in a rapidly changing environment.
• The candidate must demonstrate a proactive approach to problem-solving combined with excellent attention to detail.
• The Executive Assistant must be capable of working effectively under pressure and managing competing priorities with resilience.
• The candidate should be resourceful, solutions-driven, and consistently professional, while also bringing a sense of humour and personal polish to the role.