• Receive, plan, and prioritise meeting requests
• Schedule and coordinate meetings, including catering, venue, and visitor parking arrangements
• Organize video conferences and prepare meeting packs
• Reschedule and reprioritize meetings proactively based on changing circumstances
• Plan and manage standard management meetings (monthly, quarterly, annual)
• Follow up on outstanding matters to ensure timely completion
• Manage and respond to emails efficiently
• Identify urgent emails for senior management attention
• Respond on behalf of the senior manager when appropriate
• Receive and process travel requests for all staff
• Book flights, accommodation, and car hire, ensuring adherence to approved budgets
• Make international travel arrangements where required
• Confirm travel arrangements and follow up to ensure timely completion
• Assist with check-ins, seating preferences, and boarding passes as needed
• Coordinate internal processes for onboarding, including ID creation, laptop/software allocation, and office access
• Manage position codes and email setups for new employees
• Maintain employee lists, organizational charts, and communication regarding birthdays, service recognition, and other HR-related matters
• Liaise with HR to ensure SLA compliance
• Manage incoming calls and relayed messages
• Maintain asset registers and office supplies
• Coordinate guest parking, reception, and office facilities management (printers, air conditioning, cleanliness)
• Consolidate invoices, obtain approvals, and manage cell phone claims
• Office Moves: Liaise with stakeholders, compile requirements, and support logistics
• Events Management: Plan, coordinate, and manage events within budget, liaising with internal and external parties
• Provide PA and administrative support for ad-hoc initiatives

• Building and maintaining professional relationships
• Strong service orientation and collaboration skills
• Excellent verbal and written communication
• Problem solving and sound judgment
• Proactive initiation of action when required
• Planning, organization, and follow-up on tasks
• High attention to detail and accuracy
• Adaptability to changing priorities and environments
• Resilience under pressure and stress tolerance
• Learning agility and commitment to continuous development
• Integrity and professionalism

• Matriculation certificate or equivalent; tertiary qualification in Office Administration, Business Administration, or a related field preferred
• Minimum 3–5 years’ experience as a Personal Assistant, Executive Assistant, or Office Administrator supporting senior management
• Proven experience in diary and email management, meeting coordination, and travel arrangements
• Experience in HR administration, onboarding processes, and liaising with internal stakeholders
• Demonstrated ability to manage office facilities, budgets, and supplier relationships
• Proficiency in MS Office Suite (Outlook, Word, Excel, PowerPoint) and video-conferencing platforms
• Prior exposure to event planning and office moves is advantageous
• Strong organizational, multitasking, and time-management skills