Executive Personal Assistant

Executive Personal Assistant

  • Post author:
  • Post published:May 21, 2021
  • Post category:Jobs

A confidential PA who works exclusively for the Functional Directors (as per above). Requires initiative in handling business and travel arrangements. Re-routes urgent matters for attention in the absence of the Directors. Communicates with company senior managers and executives of outside organisations.

  • Overall management of functional Directors office in a professional manner that reflects the core values of the Company, and supports the strategic responsibilities and objectives of the Function. 
  • Liaise with, and support of, key strategic suppliers, customers, external Agencies and other members of the executive team, non-executive directors, shareholder representatives and other senior stakeholders in both the public and private sectors in order to ensure ongoing and constructive relations.
  • Organisation of Directors day and management of electronic diary which involves management of external and internal meetings, conference calls, events, etc.
  • Provide general and diverse administrative support for Directors 
  • Coordinate guest visits, programme, accommodation, transport and meetings.
  • Attend to e-mails, including prioritisation thereof and handling within area of accountability in the most efficient way.
  • Handle internal and external calls efficiently and professionally.
  • Compile documents, reports and presentations for various meetings as and when required.
  • Plan and manage all international and local travel arrangements and itineraries – visa application, accommodation, flight arrangements, and arranging transportation.
  • Maintain an efficient filing system.
  • Manage contacts to ensure up-to-date database entries and track key relations.
  • Demonstrate minute taking of key Functional Team meetings
  • Alignment with COSO Control and Control Team
  • Complete T&E accurately and timeously for Directors 
  • Engage with suppliers were relevant and ensure timeous payment 
  • Manage the purchase of office supplies and all other items needed. 

Finance Support

  • Monitor and manage relevant budgets and project costs
  • Monitor office, travel and meeting expenses on a monthly basis
  • Monthly reconciliation of the G&A budget vs. AOP & forecast
  • Ensure sign off of the budget with Finance for Flash preparation
  • Manage and ensure business compliance
  • Management of all P2P payments with regards to Directors and their Functional team’s travel and expense report 


Key skills / Requirements

  • Maintain professional manner when liaising with team; senior management and the executive team within PepsiCo and globally within PepsiCo in South Africa
  • Maintain confidentiality in all matters
  • General office administration duties
  • Time management of BU GM/Vice President & Sales Strategy & Transformation Director 
  • Efficient administrative support
  • Accurate information tabulation
  • Contribution to key power point presentations 
  • Troubleshooting & Problem solving
  • Communication
  • Event Management
  • 3yr Tertiary Qualification / Secretarial Qualification
  • Excellent administration & organisational skills
  • Excellent report writing skills
  • Document management
  • High degree of computer literacy: Power Point; Excel & Word, SAP
  • Professional Minute taking of Executive Meetings 
  • Minimum of 5 years experience as an executive assistant in a corporate environment / CEO /Senior Vice President 
  • Minimum 5 conference & events management experience as per PA experience.
  • Experience as an Executive Assistant to 2-3 Senior Directors Simultaneously 
  • Confidentiality
  • Professional communication 
  • Interpersonal skills 
  • Strong organisational and methodical skills
  • Attention to detail 
  • High levels of self-motivation
  • Passion for service excellence
  • Ability to work under pressure
  • Drive for results
  • Integrity
  • Respect others
  • Ability to deal with Complexity