7 Executive Assistant jobs in Pretoria

Join to apply for the Executive Assistant (Office-based - Eastwood Site) role at Outsourced .

Outsourced. ph is a leading ISO-certified Philippines offshore outsourcing company that provides dedicated remote staff to some of the world's leading international companies. Outsourced is recognized as one of the Best Places to Work and has achieved Great Place to Work Certification. We are committed to providing a positive and supportive work environment where all staff can thrive. As an Outsourced staff member, you will enjoy a fun and friendly working environment, competitive salaries, opportunities for growth and development, work-life balance, and the chance to share your passion with a team of over 1,000 talented professionals.

• Provide comprehensive diary and schedule management for senior executives
• Book meeting rooms, schedule internal and external meetings
• Prepare professional correspondence, memos, and reports
• Draft, format, and manage documents for e-signature via DocuSign
• Manage incoming communications, prioritize urgent matters, and filter information accordingly

• Coordinate new hire onboarding: set up emails, phone lines, and tech access
• Compile and maintain employee handbooks, training manuals, and code of conduct documents
• Organize and maintain the company shared drive and internal file systems
• Keep training materials and internal documents up-to-date

• Assist in the recruitment process by placing job ads and filtering CVs
• Maintain applicant records and coordinate interviews as needed
• Provide general administrative support to different departments when required

• Make complex travel arrangements including international business trips
• Coordinate logistics for team meetings, conferences, and corporate events

• Conduct background research and compile findings into clear, actionable reports
• Support ad hoc projects and ensure timely delivery of tasks across departments

• Experienced Executive Assistant with a background in supporting a UK-based client
• Proficient in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint)
• Comfortable using scheduling and digital communication tools (Zoom, Slack, etc.)
• Experience with e-signature platforms like DocuSign
• Basic project management skills and familiarity with shared drives (Google Drive, OneDrive, etc.)

• Office-based
• 18th Floor, Citibank Square, Eastwood City Cyberpark, Quezon City 1110, Metro Manila, Philippines

• Seniority level: Mid-Senior level
• Employment type: Full-time
• Job function: Administrative
• Industries: Outsourcing and Offshoring Consulting

An Executive Personal Assistant will be required to provide an efficient and accurate executive administrative support service to the PPSHA CEO and the Executive Team for the smooth operation of the business.

The role of an Assistant involves a great deal of multitasking. You will work with teams, groups, management, and Executives. Engage in planning functions, flight, accommodation, agendas, communication, PowerPoint, according to the needs. Much of the work involves oral and written communication, word processing and dealing with email and telephone inquiries. A successful P.A. is critical to the efficiency of an organization and we are looking for an individual who can become an integral part of our business and culture.

• Grade 12 essential
• Personal Assistant Qualification

• Medical Scheme administration experience
• MS Office
• Industry/legislation and regulations
• Council circulars
• Product knowledge
• PPSA processes
• Policies and Procedures
• ISO Principles

• Outstanding organisational and time management skills
• Ability to demonstrate knowledge of a broad range of stakeholder relations activities
• Organisational and planning skills
• Drive for results
• Ability to multitask and prioritize daily workload
• Ability to use initiative and self-starter
• Analytical thinker
• Excellent verbal and written communications skills
• Excellent interpersonal skills including the ability to influence across the organisation and externally
• Discretion and confidentiality

• Accurate
• Ability to meet deadlines
• Empathetic
• Diplomatic
• First time right
• Team player
• Respect
• Willing to go the extra mile/ do the extraordinary

• Acting as a first point of contact: dealing with correspondence and phone calls
• Managing diaries and organising meetings and appointments, often controlling access to the manager/executive
• Booking and arranging travel, transport and accommodation
• Organising events and conferences
• Reminding the manager/executive of important tasks and deadlines
• Typing, compiling and preparing reports, presentations and correspondence
• Managing databases and filing systems
• Implementing and maintaining procedures/administrative systems
• Liaising with staff, suppliers and clients
• Collating and filing expenses
• Supporting their manager with miscellaneous tasks, such as corporate governance reporting or research
• Taking dictation and minutes
• Sourcing office supplies
• Producing reports, presentations and briefs
• Replying to emails, faxes and post
• Assisting with projects by researching or writing reports
• Behaving in alignment with PPSHA values

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.

Job Purpose

The Executive PA to the CTO will provide high-level administrative and operational support to the CTO, ensuring the smooth and efficient running of the CTO’s office. This role requires a proactive and detail-oriented individual who can manage complex calendars, coordinate meetings and travel, prepare reports, and handle confidential information with discretion. The ideal candidate will have strong communication skills and a keen understanding of the technology environment an advantage.

• Manage the CTO’s calendar, including scheduling meetings, appointments, and events with internal and external stakeholders.
• Coordinate travel arrangements, itineraries, accommodation, and expense claims.
• Prepare, format, and edit correspondence, reports, presentations, and other documents on behalf of the CTO.
• Act as a gatekeeper, screening calls, emails, and requests to prioritize and respond accordingly.
• Attend meetings as needed, take minutes, and follow up on action items.
• Maintain records and filing systems, both physical and digital.
• Coordinate and track project deadlines, deliverables, and follow-ups in collaboration with the Delivery Team.
• Handle confidential information with utmost discretion and professionalism.

• Matric with a relevant diploma or bachelor’s degree (Business Administration, Office Management, or related field) preferred.
• 3–5 years of proven experience as a PA or Executive Assistant, preferably in a technology or corporate environment.
• Experience supporting C-level executives is highly desirable.

• Excellent organisational and time management skills.
• Strong written and verbal communication abilities.
• High level of discretion and integrity.
• Technologically savvy – comfortable with Google Workspace and/or Microsoft Office Suite and virtual communication tools (e.g., Zoom, MS Teams).
• Ability to prioritise and multitask in a fast-paced environment.
• Detail-oriented with a proactive, problem-solving mindset.
• Fluency in both English and Afrikaans

• Professional demeanour and strong interpersonal skills.
• Calm under pressure and adaptable to changing priorities.
• Trustworthy, reliable, and a team player.