Job Summary
Apex, located in Victoria seeks an experienced Personal Assistant to provide high-level, confidential administrative and operational support to the General Manager, Commercial Director, and HR Manager.
Job Purpose:
The PA is responsible to handle a range of administrative duties and tasks for each person so as to ensure the smooth running of daily schedules, meetings, communications, requests by conducting timeous follow-ups, feedback and execution. The role requires excellent organizational, communication, and time management skills and the ability to work with discretion and efficiency in a fast-paced environment.
Key Responsibilities:
Executive Support
- Manage and maintain daily schedules, calendars, and appointments for the GM and Commercial Director.
- Organize and coordinate meetings, video calls, events, and travel arrangements (local and international) for GM, Commercial Director and HR.
- Prepare meeting agendas, take minutes, and ensure timely follow-up on action items.
- Screen incoming calls, emails, and correspondence; handle routine matters independently.
- Draft letters, reports, memos, advertisements and presentations as required.
Office and Administrative Support
- Maintain records in an organized filing system (digital and hardcopy) for confidential and business-critical documents.
- Coordinate internal and external communication on behalf of the executives and HR Manager.
- Monitor deadlines and key deliverables across departments to keep both executives and HR Manager aligned and informed.
- Assist in compiling commercial, operational, and business development reports.
- Prepare draft of Job Descriptions, Job Specs.
- Posting vacancies for hiring. Coordinate, compile and record recruitment activity.
- Assist with onboarding administration, coordination and entering employment data into the company database.
- Assist with the administration of the GOP process.
Project Coordination
- Assist with the planning and monitoring of special projects led by the GM, Commercial Director and HR Manager.
- Liaise with various departments to ensure timely delivery of tasks and follow-ups.
- Track and report on key performance metrics or dashboards where required.
Relationship Management
- Serve as a point of contact between the GM/Commercial Director/HR Manager and internal/external stakeholders.
- Handle confidential and sensitive information with the highest level of professionalism and discretion.
- Represent the Executives and HR Manager in a professional and polished manner in meetings, events, and correspondence.
Requirements:
Education & Experience
- Diploma or Bachelor's degree in Business Administration, Management, or related field preferred.
- Proven experience (3+ years) as a Personal Assistant, Executive Assistant, or similar role supporting senior executives.
- Experience in handling commercial and operational support functions is a plus.
- Experience in HR administration is a plus.
Skills & Competencies
- Excellent written and verbal communication skills in English. French is a requirement.
- High level of discretion and confidentiality.
- Strong organizational and multitasking skills with attention to detail.
- Proficient in MS Office (Outlook, Word, Excel, PowerPoint); knowledge of project management or CRM tools is an advantage.
- Proactive, resourceful, and able to work independently with minimal supervision.
Working Conditions:
- Office-based with flexibility to support occasional extended hours or off-site meetings/events.
- Must be responsive and adaptable to changing priorities in a dynamic environment.
Remuneration Package:
- Salary will be market related and dependent on experience.
Application Information:
- If you believe you fulfil the above criteria required for the role, please feel free to email your updated CV through to hr@ioec.co.za. Please note that if you do not fulfil all the above requirements for the position your CV will not be considered.