Our Client is seeking a highly organized, bilingual Executive Personal Assistant to provide comprehensive support to a high-level executive. This role combines business administration, basic financial management, and personal assistant support. The ideal candidate is a self-starter who maintains absolute confidentiality and seamlessly manages corporate logistics alongside personal errands.

Executive and Workflow Management

• Manage the executive's calendar, appointments, reminders, and competing priorities.
• Maintain a comprehensive master action list covering business, personal and cross-entity matters.
• Track commitments, deadlines, and delegated tasks through to completion.
• Proactively follow up with employees, suppliers, advisers, and other stakeholders.
• Review and prioritise incoming email and WhatsApp correspondence.
• Draft routine correspondence and identify matters requiring the executive's direct attention.
• Prepare meeting agendas, supporting documents and concise briefing notes.
• Attend selected meetings, record decisions and actions, assign responsibility and monitor completion.

Corporate and Entity Administration

• Coordinate administrative requirements across multiple companies, trusts, and related interests.
• Liaise with accountants, lawyers, banks, insurers, company secretaries, and other professional advisers.
• Maintain trackers for contracts, licences, policies, statutory documents, renewals, applications, and corporate deadlines.
• Collect, organise, and submit documents or information requested by professional advisers.
• Maintain clear separation and accurate filing between the different entities.
• Monitor unresolved matters and escalate delays or risks before deadlines are missed.

Financial Administration

• Perform practical basic bookkeeping and administrative reconciliations.
• Organise invoices, receipts, statements, and supporting documents.
• Track expenses, payments, reimbursements, and outstanding accounts.
• Prepare payment schedules and supporting documentation for approval.
• Process authorised payments in accordance with established approval controls.
• Liaise with accountants and finance personnel regarding missing documents, queries, and reconciliations.
• Maintain strict confidentiality and appropriate controls over banking and financial information

Document and Information Management

• Create and maintain an accurate, searchable digital filing system.
• Maintain records for agreements, policies, statements, vehicles, licences, insurance, and important personal documents.
• Implement naming conventions, filing standards and document-retention processes.
• Ensure current and signed versions of documents can be located immediately.
• Maintain secure handling and controlled access to confidential information.

Personal and Lifestyle Support

• Coordinate travel itineraries, flights, accommodation, and transport.
• Manage restaurant, golf, medical and other personal appointments, or bookings.
• Assist with family administration and personal errands where required.
• Track personal renewals, payments, appointments, and important dates.
• Remain comfortable managing both high-level business matters and everyday practical tasks.

Research and Problem-Solving

• Independently investigate queries and provide concise findings and recommendations.
• Source and compare at least three suitable quotations where practical.
• Verify information rather than simply forwarding it.
• Identify administrative gaps, propose solutions, and implement approved improvements.

Additional candidate requirements

• 3+ years of proven experience as an Executive Assistant, Personal Assistant, or high-level support role.
• Must hold a valid driver's license
• English fluency is required. Proficiency in Afrikaans is advantageous but not mandatory.
• Willingness to assist outside ordinary office hours when genuinely necessary, with expectations agreed upfront.
• Absolute discretion, sound judgement, and the ability to handle sensitive personal and commercial information.

Closing Date: 22 September 2026