Executive PA

On behalf of a respected established institution in Gauteng, we are searching for an Executive PA in Kempton Park. This is a great fit for a motivated self-starter eager to grow with the business.

This is a stable position with long-term prospects for committed candidates. A safety-first, quality-driven approach underpins everything the team does. Put your name forward today and tell us what you bring.

Responsibilities

Reception & Client Liaison

• Assist clients and visitors with enquiries in a courteous and helpful manner, providing accurate information about the organisation's services, hours of operation, and locations, and directing individuals to the appropriate department or resource person efficiently.
• 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.
• 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.

Records Management & Systems

• Process and track incoming and outgoing documentation such as job applications, invoices, purchase orders, and contracts through the appropriate approval workflows, maintaining an accurate document register at every stage of processing.
• Maintain both physical and electronic filing systems according to the organisation's file plan and records management policy, ensuring all documents are correctly classified, indexed, and stored for rapid retrieval when requested by management or auditors.
• Capture, update, and verify client and employee data on the company's database or CRM system with high accuracy, conducting periodic data quality audits to identify and correct duplicate records, incomplete fields, or outdated contact information.

Requirements

• A well-presented and professional appearance at all times, as the role involves being the face of the organisation to visitors.
• Strong verbal and written communication skills in English, with ability to interact professionally with clients and colleagues.
• A Grade 12 certificate is essential; a post-matric qualification in office administration or a related field is advantageous.
• A positive and helpful attitude with a genuine desire to provide excellent service to both internal and external stakeholders.
• A minimum of one to two years of experience in an administrative or reception role within a professional office environment.
• Excellent typing speed and accuracy with the ability to transcribe dictation and produce error-free documents under time pressure.
• Strong organisational skills and the ability to prioritise multiple tasks while working calmly and efficiently under pressure.

Qualifications