Personal Assistant / Team Secretary (Contract)

Description

Description: Provide professional, proactive and confidential administrative support to the Senior Manager and broader team, enabling effective diary management, governance, communication, coordination and day-to-day operational efficiency. Key Responsibilities Executive & Administrative Support

• Manage diaries, meetings, appointments and scheduling priorities.

• Coordinate meeting logistics, agendas, documentation and follow-up actions.

• Prepare professional correspondence, presentations, reports and management packs.

• Maintain structured records, documentation and administrative information.

• Manage confidential and sensitive information with appropriate discretion.

Team & Governance Coordination

• Coordinate team meetings, governance forums and operational engagements.

• Maintain action, decision, risk and issue trackers where required.

• Track agreed actions and follow up with accountable stakeholders.

• Support preparation and distribution of governance and leadership packs.

• Coordinate submission deadlines and ensure documentation is appropriately maintained.

Financial & Procurement Administration

• Support purchase orders, invoices, supplier documentation and payment follow-ups.

• Coordinate administrative aspects of contracts, renewals and supplier engagements.

• Assist with cost tracking, budget administration and supporting documentation.

• Liaise with Finance, Procurement, VMO and other support functions as required.

Workforce Administration

• Support onboarding, offboarding and team administration.

• Maintain resource, contractor and organisational information.

• Coordinate recruitment administration, interviews and stakeholder diaries.

• Track contract expiry and renewal dates and escalate upcoming deadlines.

Communication & Stakeholder Management

• Serve as a professional coordination point between the Senior Manager, team and stakeholders.

• Facilitate timely communication and follow-up across business areas.

• Coordinate internal events, workshops and team engagements.

• Ensure priority matters are escalated appropriately.

Minimum Requirements

• Diploma or relevant qualification in Business Administration, Office Management, Executive Secretarial Studies or a related discipline.

• Relevant experience supporting senior management or a corporate team.

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

• Strong written and verbal communication skills.

• Excellent planning, organisation and attention to detail.

• Ability to manage competing priorities and confidential information.

Key Competencies

• Executive administration

• Planning and organisation

• Stakeholder coordination

• Governance discipline

• Attention to detail

• Professional communication

• Confidentiality and discretion

• Initiative and proactive follow-through

• Deadline management

• Problem solving