6 Executive Assistant To Chief Operations Officer And Chief Commercial Officer jobs in Pretoria

A well-established company in the medical industry is seeking a reliable and experienced Finance & Administrative Assistant to manage the full spectrum of administrative and financial functions. This is a hands-on role ideal for someone who is structured, methodical, and thrives in a small but fast-paced professional environment.

Join a company that works closely with medical professionals and specialists. You’ll be the go-to person for internal operations, supporting both the team and external clients with financial accuracy and admin efficiency.

Salary: R18 000 – R20 000 CTC per month + Fuel Allowance.

Minimum Requirements:

• Minimum 5 years’ experience in a financial and administrative support role
• Proven experience dealing with medical professionals (e.g., doctors, specialists)
• Proficient in Sage accounting and Microsoft Excel
• Strong experience in invoicing, statements, debtors, creditors
• Experience in stock control, stocktake, courier coordination, dispatch and receiving
• Fully bilingual in Afrikaans and English
• Valid driver’s license and own reliable vehicle

Duties and Responsibilities:

Accounting & Finance:

• Processing and issuing invoices
• Managing debtors and creditors
• Generating and sending monthly statements
• Liaising with the external accountant and maintaining clear communication
• Ensuring all financial records are up to date

Administration & Operations:

• General administrative support and filing
• Stock control, dispatch and receiving
• Managing courier logistics and follow-ups
• Supporting the daily flow of office operations

Are you an organized and detail-oriented professional with a passion for administrative excellence? We are excited to present an exclusive opportunity for an Insurance Administrative Assistant position with a leading Financial Services company. You will need to provide underwriting assistance to the advisers. The position will focus on personal and commercial linesbusiness.

Responsibilities:

• Liaising with clients.
• Preparing quotations for new and existing clients.
• Issuing new policies, renewals, and endorsements.
• Building and maintaining good working relationships with clients and internal stakeholders.
• Recording details and information on the relevant systems.

Qualifications and Requirements:

• Matric.
• NQF 4 in Short Term Insurance.
• Regulatory examination 1 (Representatives) RE5 successfully completed.
• Proficient on both spoken and written English, and at least one other of the official South Africanlanguages.
• Good administration skills.
• Planning and organising skills.
• Time management skills.
• Highly client focused with good interpersonal skills.
• Resilient with a good level of stress tolerance.

Centurion Gauteng

R1000 - R12000 a month - Permanent, Full-time

Job Purpose

The purpose of the role is to provide administration support to all team members including consultants and their clients, ensuring we are efficient, reducing the admin burden of fee earners and providing seamless processes for our external clients.

Summary of main duties and responsibilities:

1. Answering telephone calls received from our 3rd party provider within a timely manner.
2. Completion of scanning incoming post, including saving to file, creating tasks for team members, and notifying the team of post received.
3. Completing support requests via central inbox including:
1. File opening requests - including completing in line with agreed SLA of 3rd party referrers.
2. Printing and posting letters and documents.
3. Assisting with preparing and sending of bundles.
4. Adding documents to files.
5. Completing ad hoc requests, i.e., memo of sale updates, conflict checks, and solicitors.
6. Providing updates to fee earners regarding client status.
7. Ensuring compliance ID checks are requested and updated on file.
8. Assisting clients with ID and compliance issues.
9. Ad hoc admin requests from individuals.
4. Booking hot desks/meeting rooms.
5. Archiving of files.
6. Filing of paper documents including originals and deeds.
7. Record management.

Personal Attributes

• Honesty and trustworthiness.
• Respect.
• Possess cultural awareness and sensitivity.
• Flexibility and adaptability.
• Demonstrate sound work ethics.
• Reliability and enthusiasm.
• Willingness to learn and adapt in a fast-paced, changing environment.

Skills

• Microsoft Office, Excel essential.
• Outstanding interpersonal skills.
• Initiative.
• Time management and prioritization abilities.
• Analytical and problem-solving knowledge.
• Decision-making abilities.
• Effective verbal and listening communication skills.
• Attention to detail and a high level of accuracy.
• Effective written communication capabilities.
• Resilient.
• Ensuring confidentiality concerning financial and client files.

Job Types: Full-time, Permanent

Pay: R1000.00 - R12000.00 per month

• Must have a relevant Diploma; A Bachelor's degree will be an advantage
• Minimum 5 years experience in a similar role reporting directly to a C-Suite Executive
• Experience in administration of operational back-office processes for a small to medium enterprise is essential
• Strong organizational skills and ability to prioritize multiple tasks seamlessly with attention to detail
• Very strong interpersonal skills and the ability to build relationships with key stakeholders
• Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), and social media web platforms
• Proven ability to interpret data and produce insightful reports
• Experience in planning and leading strategic initiatives
• Strong time management skills, including managing own workload and coordinating others
• Excellent verbal and written communication abilities
• Effective planning and organizational skills

• Managing professional and personal scheduling for the CEO, including agendas, mail, email, calls, travel arrangements, client management, and other company logistics.
• Performing administrative and office support tasks, such as managing the diary, typing, creating spreadsheets, preparing presentations and reports, faxing, and maintaining the filing system and contact database.
• Building and leading the daily operations of the CEOs office.
• Leading strategic initiatives, facilitating special projects, and ensuring action items are being executed on behalf of the CEO.
• Acting as an extension of the CEO and serving as an information funnel, filter, and facilitator with internal and external stakeholders.
• Acting as the point of contact for the CEOs direct reports and triaging all incoming requests for the executives time to ensure calendar alignment with organizational priorities.
• Proactively following up with the CEOs team when goals are not being achieved, identifying the root causes, and providing actionable recommendations for improvement.
• Supporting meeting productivity by owning the planning, agenda, and note-taking process.
• Producing high-impact internal and external communications on behalf of the CEO.
• Assisting the Office Manager with operational activities.
• Providing ad-hoc support as needed.

Our client is seeking a dynamic and highly organised Executive Personal Assistant to provide strategic and operational support to a senior business leader. This role is pivotal in driving workflow, ensuring efficient office management, and enhancing executive productivity through proactive planning, coordination, and the use of innovative digital tools.

Key Responsibilities:

Administrative and Executive Support:

• Provide high-level administrative and secretarial support to the executive.
• Leverage digital tools (e.g., Microsoft Copilot) to streamline tasks and enhance productivity.
• Manage office operations to ensure smooth and efficient functioning.
• Oversee the executive’s workflow, deadlines, and priorities to optimise productivity.
• Maintain the executive’s diary, schedule appointments, and coordinate logistics.
• Arrange complex travel plans and compile related documentation.
• Screen and prioritise incoming communication, responding independently where appropriate.
• Coordinate meetings and events, including logistics, catering, agendas, minutes, and action plans.
• Maintain accurate filing systems and ensure easy access to documentation.
• Escalate service-related issues and manage queries with internal providers.
• Monitor and control office supplies and ensure compliance with governance requirements.
• Compile and distribute documents and reports to required standards and timelines.
• Review and track departmental budget reports in collaboration with Finance.
• Coordinate decentralised academy training venues for the region.

Client Engagement and Stakeholder Relations:

• Build and maintain strong relationships with internal and external stakeholders.
• Partner with key stakeholders to understand business needs and priorities.
• Develop service level agreements and ensure consistent, accurate stakeholder communication.
• Promote exceptional client service and ensure fair treatment across all interactions.

Teamwork and Self-Development:

• Foster a positive work culture that promotes productivity and engagement.
• Model leadership behaviours aligned with the company’s values and culture.
• Promote continuous learning, innovation, and collaboration within the team.
• Identify and address personal development needs to support ongoing growth.
• Set and monitor performance goals to meet team and business objectives.

Financial and Governance Support:

• Manage allocated financial and company resources responsibly.
• Support the enforcement of financial policies and procedures to prevent misconduct.
• Apply governance, risk, and compliance frameworks within the role’s area of influence.

Qualifications:

• Matric (Grade 12) or equivalent.
• Post-matric qualification in Office Administration or related field (preferred).

Experience:

• Minimum 5 years’ experience in an executive secretarial role.
• 2–3 years’ experience in office administration and management.