Permanent - Executive Personal Assistant - Ekurhuleni (East Rand) - South Africa

1. 1.   Overview

The Executive Personal Assistant (PA) provides high-level, proactive administrative, analytical, and strategic support to three (3) distinct corporate pillars: the Finance Executive, the Operations Executive, and the Sales & Marketing Executive.

This role serves as the central anchor for the executive suite. It ensures smooth coordination between financial governance, manufacturing operations, and commercial/retail sales distribution. The ideal candidate is highly adaptable, capable of shifting contexts rapidly, and excels at balancing the competing priorities of three separate business divisions

2. Key Responsibilities & Duties:

1. Support to the Finance Executive (Financial Administration & Compliance):

• Board & Committee Packs: Coordinate and compile monthly financial reports, executive cash flow summaries, and audit/risk committee board packs with flawless attention to detail.
• Expense & Budget Tracking: Manage, verify, and reconcile corporate credit cards, executive travel expenses, and divisional operational budgets.
• Document Gatekeeping: Serve as the gatekeeper for highly confidential financial documents, legal contracts, and supplier agreements requiring executive signature.

2. Support to the Operations Executive (Plant & Manufacturing Logistics)

• Operations Reporting: Collect, organize, and format weekly production metrics, safety (SHEQ) reports, and supply chain data from the plant management team.
• On-Site Meeting Management: Coordinate factory-level operational reviews, site visits, and contractor meetings, ensuring the Executive is fully briefed on site priorities.
• Crisis Management Coordination: Assist in rapidly cascading urgent communications to plant managers regarding supply chain or manufacturing disruptions.

3. Support to the Sales & Marketing Executive (Commercial & Retail Relations):

• Key Account Liaison: Act as a professional liaison for major retail buyers, commercial partners, and international brands, scheduling critical seasonal reviews.
• Presentation Preparation: Assist in polishing high-impact sales pitches, marketing strategies, and product launch presentations for external stakeholders.
• Trade Events & Customer Hospitality: Coordinate logistics for retail trade shows, marketing events, and corporate client hospitality.

4. Shared Multi-Executive Administration:

• Tri-Executive Calendar Master: Actively manage and cross-reference three separate, fast-moving corporate diaries to eliminate booking conflicts.
• Logistics & Travel: Organize complex domestic and international travel itineraries tailored to each executive's unique divisional needs.

Action-Item Tracking:Maintain a central project-tracking system to ensure action items delegated by all three executives to their respective team leads are met on time.

3. KPIs and Performance Measurables

Performance will be benchmarked and evaluated quarterly against the following division-specific metrics:

Finance Pillar KPIs:

• Metric: Accuracy and compilation speed of financial documentation.
• Target: 100% compliance with financial confidentiality rules. Board files and financial summary decks must be formatted, proofread, and ready for review 48 hours before submission deadlines. Zero errors in expense tracking.

Operations Pillar KPIs:

• Metric: Plant communication velocity and operational minute-taking.
• Target: Production and operational meeting minutes must be finalized and distributed within 24 hours of adjournment. Urgent manufacturing notices or safety directives must be cascaded to factory heads within 30 minutes of executive sign-off.

Sales & Marketing Pillar KPIs:

• Metric: Key client response time and presentation readiness.
• Target: Zero delayed responses to tier-one retail client requests. Finalized sales presentations and market review packs must be uploaded and checked for technical errors at least 24 hours prior to key customer accounts pitches.

General Executive Suite KPIs:

• Metric: Calendar integrity, cross-executive alignment, and travel reliability.
• Target: Zero overlapping appointments across the three distinct diaries. Comprehensive travel folders (flights, hotels, local transit, offline itineraries) must be delivered flawlessly 48 hours prior to any travel departure

4. Skills & Qualifications:

• Experience: Minimum of 7+ years of experience as an Executive PA or Senior EA, with at least 3 years explicitly spent supporting multiple C-suite leaders simultaneously. Experience in a manufacturing, FMCG, or retail supply chain corporate environment is highly preferred.
• Technical Proficiency: Advanced mastery of Microsoft Office Suite (Expert-level PowerPoint for Sales, Excel for Finance) and Google Workspace. Experience utilizing collaborative tracking to manage cross-functional projects.
• Context Switching & Adaptability: Exceptional emotional intelligence and cognitive flexibility to seamlessly shift from dense financial data to factory floor logistics, then to high-energy marketing campaigns.
• Confidentiality:Demonstrated history of managing market-sensitive commercial margins, manufacturing costs, and payroll data with absolute discretion