Executive PA

Reporting to the relevant manager, the Executive PA will answer and direct incoming telephone calls to appropriate departments and capture and update client and employee data into the company database accurately at an organisation in Mbombela, Mpumalanga.

You will enjoy modern facilities and the equipment needed to do the job well. A safety-first, quality-driven approach underpins everything the team does. You will be supported to take on more as your confidence grows. Ready to apply? Send through your CV and a short introduction.

Accuracy and adherence to governance processes are central to the position.

Responsibilities

Office & Administrative Support

• Coordinate travel arrangements for staff including booking domestic and international flights, accommodation, and car hire, and preparing detailed itineraries with all relevant contact information, meeting schedules, and venue directions.
• Type, format, proofread, and distribute correspondence including letters, memos, reports, and presentations using Microsoft Office, ensuring professional presentation, correct formatting, and grammatical accuracy in all outgoing documentation and communications.
• Provide comprehensive administrative support to management by scheduling meetings and appointments, preparing agendas and meeting packs, taking accurate minutes, and diligently following up on action items to ensure timely completion and accountability.
• Manage the procurement of office supplies, stationery, and consumables by monitoring stock levels, obtaining competitive quotations from approved suppliers, placing purchase orders, and reconciling supplier invoices against delivery notes before payment.

Reception & Client Liaison

• Manage a multi-line switchboard by answering incoming calls within three rings, screening and directing calls to appropriate departments, and taking detailed messages when colleagues are unavailable including caller name, company, contact number, and nature of enquiry.
• Serve as the first point of contact for all visitors and callers by greeting them warmly and professionally, determining their needs efficiently, notifying the relevant staff member promptly, and maintaining a presentable and welcoming reception area at all times.
• Receive, sort, and distribute incoming mail, courier parcels, and fax communications daily, and prepare outgoing correspondence including registered post items and courier consignments for dispatch while maintaining an accurate mail register.

Requirements

• The ability to handle confidential information with discretion and maintain the highest standards of integrity and trustworthiness.
• Strong verbal and written communication skills in English, with ability to interact professionally with clients and colleagues.
• A positive and helpful attitude with a genuine desire to provide excellent service to both internal and external stakeholders.
• A well-presented and professional appearance at all times, as the role involves being the face of the organisation to visitors.
• A minimum of one to two years of experience in an administrative or reception role within a professional office environment.
• Strong organisational skills and the ability to prioritise multiple tasks while working calmly and efficiently under pressure.

Qualifications

Certificate in Business Administration