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Job Summary
About My ClientMy client is a well-established hospitality and lodge group with a strong presence in the South African tourism and accommodation sector. Their business operates across multiple properties, departments, projects, and operational environments, requiring a high level of coordination, confidentiality, and executive support.
They are looking for a polished, proactive, and highly organised Executive Personal Assistant to support a senior executive with complex business priorities, multiple stakeholders, and fast-moving operational demands.
Role Overview
This is not a basic administrative support role. The successful candidate will act as a trusted gatekeeper, coordinator, problem-solver, and operational support partner to a busy executive.
The role requires someone who can manage a high-pressure environment with professionalism, discretion, and attention to detail. The ideal candidate must be able to anticipate needs, manage competing priorities, follow up without being asked, and ensure that no deadlines, commitments, or important details are missed.
Key Responsibilities
Executive Support
Manage a complex executive calendar, including meetings, appointments, deadlines, travel arrangements, overlapping commitments, and last-minute changes.
Coordinate meetings professionally, including preparing agendas, briefing notes, documents, and ensuring all relevant parties are informed and prepared.
Screen, prioritise, and respond to emails, calls, messages, and correspondence with sound judgement and professionalism.
Track projects, deadlines, delegated tasks, and follow-up actions to ensure nothing is overlooked.
Act as a professional point of contact between the executive, internal teams, external stakeholders, suppliers, contractors, and service providers.
Handle sensitive and confidential information with complete discretion and integrity.
Operational Coordination
Liaise with suppliers, contractors, service providers, and internal teams to ensure tasks are followed through and service standards are maintained.
Coordinate schedules, appointments, contractor visits, meetings, and operational arrangements with accuracy and urgency.
Maintain accurate records, contracts, permits, documentation, and operational files.
Facilitate communication between management and operational teams to ensure clarity, accountability, and timely execution.
Follow up on delegated responsibilities and ensure tasks are completed properly, on time, and to the required standard.
Administrative Excellence
Develop, manage, and maintain organised digital and physical filing systems.
Prepare reports, presentations, correspondence, minutes, documents, and administrative records to a high professional standard.
Assist with compliance-related administration, permits, policies, and operational documentation where required.
Monitor, reconcile, and assist with expenses, invoices, budgets, and administrative financial tracking where needed.
Ensure all documentation is accurate, up to date, easy to access, and securely stored.
Requirements
3–5 years’ experience supporting a senior executive, business leader, hospitality professional, or high-level manager.Previous experience in hospitality, tourism, lodge operations, property management, or a similar fast-paced environment will be advantageous.
Excellent organisational, administrative, and planning skills.
Strong written and verbal communication skills.
Excellent attention to detail and the ability to manage multiple priorities at once.
Confident user of Microsoft Office Suite and Google Workspace.
Valid driver’s license.
Willingness to travel when required.
Flexibility to work outside of standard office hours when operational needs demand.
Personal Attributes
Highly organised, structured, and detail-orientated.
Proactive, self-motivated, and able to take initiative.
Professional, polished, and confident when dealing with executives, guests, suppliers, staff, and external stakeholders.
Discreet and trustworthy with confidential information.
Resilient under pressure and able to remain calm in a demanding environment.
Flexible and adaptable when priorities change.
Accountable, solution-focused, and able to work independently.
Strong follow-through and the ability to ensure tasks are completed without constant reminders.
Key Success Factors
No missed deadlines, meetings, or important commitments.
The executive’s time is well managed and optimised.
Smooth coordination across multiple stakeholders, properties, projects, and operational requirements.
Strong confidentiality and discretion maintained at all times.
Administrative and operational tasks completed accurately, professionally, and on time.
Please Note
Only shortlisted candidates will be contacted.
Candidates must be based within reasonable travelling distance of Sandton or be willing to commute reliably.
Applicants must meet the minimum requirements listed above to be considered.
RMV Solutions
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