Executive Personal Assistant

Introduction

Our client in the Travel and Toursim Industry is in search of a young vibrant individual who is well spoken, to serve as an Executive Personal Assistant to the Southern Africa Director.

Duties & Responsibilities

1. Position Purpose

The Executive Personal Assistant (“EPA”) provides high-level executive, administrative, organisational and operational support to the Director – Southern Africa.

The position requires a highly organised, discreet, professional and proactive individual who can manage the Director’s diary, correspondence, meetings, travel arrangements, stakeholder engagements and administrative requirements while ensuring that the Director is able to focus on strategic leadership, business development and operational priorities.

The Executive Personal Assistant will act as a key point of coordination between the Director, senior management, employees, clients, suppliers, business partners and other stakeholders across the Southern African region.

Due to the nature of the position, the incumbent will be required to maintain strict confidentiality regarding business, financial, employee, client and strategic information.

2. Executive Support

The Executive Personal Assistant will

Provide comprehensive day-to-day executive and personal administrative support to the Director.

Manage and coordinate the Director’s daily activities, priorities and commitments.

Maintain an accurate and up-to-date executive diary and calendar.

Schedule, coordinate and confirm meetings, appointments, conference calls and virtual meetings.

Ensure that the Director is adequately prepared for all meetings and engagements.

Prepare meeting packs, agendas, presentations, briefing documents and supporting information.

Maintain a schedule of important deadlines, commitments, projects and follow-up actions.

Monitor outstanding matters requiring the Director’s attention.

Provide reminders and follow-ups on critical tasks and commitments.

Assist the Director in prioritising urgent and important matters.

Coordinate information between the Director and relevant departments or business units.

Attend meetings where required and prepare accurate minutes and action lists.

Follow up with responsible persons regarding outstanding action items.

Ensure that agreed actions are completed within required timeframes.

3. Diary and Calendar Management

The incumbent will be responsible for

Managing the Director’s professional diary and calendar.

Scheduling meetings in accordance with the Director’s priorities.

Avoiding diary conflicts and ensuring sufficient preparation and travel time between engagements.

Coordinating meetings across different time zones where required.

Confirming meetings with internal and external stakeholders.

Rescheduling meetings where necessary.

Preparing daily and weekly diary summaries for the Director.

Ensuring that important events, deadlines, conferences and business commitments are recorded.

Maintaining confidentiality regarding sensitive meetings and appointments.

4. Travel and Tourism Coordination

Given the nature of the business, the Executive Personal Assistant will provide extensive support in relation to business travel.

Responsibilities include

Coordinating domestic and international business travel arrangements.

Arranging flights, accommodation, transfers, car hire and ground transportation.

Preparing detailed travel itineraries.

Coordinating airport transfers and transportation requirements.

Assisting with visa, passport and travel documentation requirements where applicable.

Preparing travel packs containing flight details, accommodation information, meeting schedules and contact information.

Monitoring changes to flight schedules and travel arrangements.

Assisting with travel disruptions, cancellations and itinerary changes.

Coordinating travel arrangements for business meetings, conferences, exhibitions and corporate events.

Liaising with travel agents, airlines, hotels, destination management companies and other travel suppliers.

Maintaining accurate records of travel arrangements and expenses.

Assisting with travel expense reconciliations and supporting documentation.

Ensuring that travel arrangements are aligned with company policies and approved budgets.

5. Meeting and Event Coordination

The Executive Personal Assistant will

Coordinate executive meetings, board meetings, management meetings and stakeholder engagements.

Prepare agendas and meeting documentation.

Circulate meeting invitations and supporting documents.

Ensure meeting venues, technology and other requirements are arranged.

Coordinate catering and hospitality where required.

Record and distribute meeting minutes.

Maintain action registers and follow up on outstanding matters.

Assist with organising conferences, corporate functions, business events and industry engagements.

Coordinate attendance at travel and tourism industry events and networking functions.

6. Correspondence and Communication

The incumbent will

Manage and organise correspondence received by the Director.

Draft professional letters, emails, memoranda and business communications.

Respond to routine correspondence on behalf of the Director where authorised.

Screen and prioritise incoming calls, emails and requests.

Ensure that urgent correspondence receives appropriate attention.

Maintain professional communication with clients, suppliers, business partners and senior stakeholders.

Prepare briefing notes and summaries for the Director.

Maintain an organised electronic filing system for correspondence and documentation.

Ensure that confidential correspondence is handled appropriately.

7. Stakeholder and Relationship Management

The Executive Personal Assistant will serve as an important coordination point between the Director and key stakeholders.

This includes

Liaising professionally with senior executives, clients, suppliers, government representatives, business partners and industry stakeholders.

Maintaining a professional stakeholder database and contact list.

Coordinating introductions and meetings.

Managing follow-ups arising from stakeholder engagements.

Assisting in maintaining strong professional relationships with strategic stakeholders.

Ensuring that stakeholders receive timely responses and information.

Representing the Director professionally when communicating on routine matters.

8. Regional Southern African Support

The role may require coordination across the Southern African region and therefore includes:

Coordinating engagements across different offices, branches and business units.

Assisting with regional management meetings.

Coordinating travel between Southern African countries.

Maintaining regional contact lists and stakeholder databases.

Supporting regional projects and initiatives.

Coordinating information between the Director and country or branch management.

Assisting with regional reporting and presentations.

Monitoring deadlines relating to regional projects and commitments.

9. Business Development Support

The Executive Personal Assistant may be required to provide administrative support to the Director's business development activities, including:

Scheduling meetings with prospective clients and business partners.

Preparing company profiles, presentations and meeting packs.

Maintaining business development records.

Recording leads, opportunities and follow-up actions.

Coordinating proposals and supporting documentation.

Following up on outstanding information required for business opportunities.

Assisting with preparation for client presentations.

Maintaining confidentiality regarding prospective transactions and strategic opportunities.

10. Document and Information Management

The incumbent will be responsible for maintaining an efficient executive filing and information management system.

This includes

Maintaining electronic and physical executive files.

Organising contrac