EXECUTIVE PERSONAL ASSISTANT TO THE CEO & MANAGEMENT TEAM

Introduction

Legacy Underwriting Managers is looking for a highly experienced, mature, discreet and exceptionally organised Executive Personal Assistant to provide comprehensive executive and operational support to the CEO and Management Team .

This is a high-trust position requiring someone who can operate independently, anticipate the needs of senior executives, manage competing priorities and ensure that commitments, meetings, deadlines and management actions are followed through.

The ideal candidate will be professional, proactive, confident, resourceful, technologically capable and highly detail-oriented , with the judgement and discretion required to work with confidential executive, employee and business information.

This role will suit an experienced Executive Assistant, Personal Assistant, Executive PA or Senior PA who is comfortable working in a fast-paced, high-expectation environment.

Duties & Responsibilities

Executive and Management Support

• Proactively manage and coordinate staff responsibilities, action items, completion dates, reminders and priorities for the CEO and management team.

• Maintain a comprehensive action-item register for commitments made and responsibilities accepted by staff during meetings.

• Schedule and coordinate internal and external meetings for the CEO and management team.

• Anticipate scheduling conflicts and resolve matters professionally and efficiently.

• Prepare agendas, meeting packs, presentations, reports and other supporting documentation.

• Attend meetings, take accurate minutes and distribute them promptly.

• Screen, prioritise and appropriately manage incoming calls, emails, correspondence and meeting requests on behalf of the CEO.

• Draft, format, proofread and distribute professional correspondence, reports, memoranda, presentations and internal communications.

• Coordinate travel arrangements, accommodation, transport, itineraries and related documentation when required.

• Act as a professional point of contact between the CEO, management, employees, clients, brokers, service providers and other external stakeholders.

• Deal with confidential and sensitive business, employee and management information with the highest degree of discretion.

• Maintain organised electronic and physical filing systems for executive and management records.

• Assist with management projects, functions, appointments and operational arrangements.

• Monitor important deadlines and proactively remind or follow up with relevant individuals.

• Perform reasonable business-related errands and additional support duties when required.

• Assist with the maintenance of the company's asset register and supporting documentation.

• Receive, record, store and arrange delivery of company purchases.

• Represent the Group of Companies during auctions when purchasing selected items.

• Manage the complete process of packing and shipping items between companies within the Group.

• Manage corporate compliance and governance activities on behalf of the CEO.

Office Administration Backup

The Executive Personal Assistant will provide backup assistance to the management team when required. This may include:

• Obtaining, checking, managing and filing supplier invoices and statements.

• Managing petty cash, maintaining accurate records and supporting slips, and completing reconciliations.

• Coordinating office, kitchen, cleaning and general consumable orders.

• Assisting with facilities-related matters and following up with suppliers and service providers.

• Assisting with social events and other internal office activities.

• Providing general office-administration support for HR functions during periods of absence of the HR Manager or increased operational demand.

Desired Experience & Qualification

Minimum Requirements

• Grade 12 / Matric.

• 10–15 years' experience as an Executive Assistant or in a similar senior support role , supporting a CEO, senior director or executive management.

• Extensive experience working in a demanding executive environment with multiple priorities and frequently changing responsibilities.

• Proven experience managing executive responsibilities, deadlines, action items and follow-ups.

• Experience preparing meeting packs, taking minutes and tracking action items.

• Strong proficiency in Microsoft Office, particularly Outlook, Word, Excel and PowerPoint .

• Excellent written and verbal communication skills in both Afrikaans and English.

• Ability to communicate in French would be advantageous.

• Valid driver's licence and reliable transport.

• General knowledge of the financial services or short-term insurance industry would be advantageous.

• Ability to liaise between staff members and facilitate effective communication in a high-energy, high-expectation environment.

• Strong creative writing skills and confidence using modern technology to improve productivity and communication.

• Ability to contribute to the creative process supporting the promotion of the different companies within the Group.

Skills and Personal Attributes

The ideal candidate will demonstrate

• Exceptional organisational and time-management abilities.

• A proactive approach and the ability to anticipate requirements.

• Excellent attention to detail and commitment to accuracy.

• Professional, polished and confident communication.

• Sound judgement and the ability to handle sensitive matters appropriately.

• Absolute discretion and respect for confidentiality.

• The ability to remain calm, composed and effective under pressure.

• Strong follow-through and a disciplined approach to deadlines.

• The ability to prioritise competing requests from multiple managers.

• Resourcefulness and practical problem-solving ability.

• A professional and service-oriented approach.

• Willingness to assist with both executive support and reasonable office-administration duties.

• The ability to work independently while contributing positively to the broader team.

• Ability to represent the CEO and Legacy professionally at a high level at external social gatherings and meetings with equivalent colleagues in the industry.

WHAT WE ARE LOOKING FOR

What We Are Looking For

We are looking for someone who does more than simply respond to instructions.

The successful candidate must be able to anticipate what is required, identify potential problems before they arise, drive accountability, follow through on commitments and help the CEO and management team operate effectively.

This role requires someone who understands that access to executive and company information carries significant responsibility. Confidentiality, reliability, accuracy, professional judgement and maturity are essential.

The ideal candidate will be comfortable operating in a high-expectation environment , managing multiple priorities and interacting confidently with senior executives, employees, clients, brokers and external stakeholders.

INTERESTED?

If you have not received feedback within two weeks after the closing date, please consider your application unsuccessful.

Legacy Underwriting Managers reserves the right not to make an appointment. All personal information received will be processed in accordance with applicable data-protection requirements.