Job Purpose

The Personal Assistant to the General Manager will provide high-level administrative, operational, and coordination support to ensure the efficient functioning of the GM's office and broader team operations.

This role extends beyond traditional diary and email management and requires a proactive, highly organised individual capable of supporting operational execution, team administration, billing coordination, and project follow-through. The successful candidate will act as a trusted support partner to the GM and assist in driving key business priorities and day-to-day operational efficiency.

Key Responsibilities

Executive Support

• Manage and coordinate the GM's calendar, appointments, meetings, and travel arrangements.
• Screen and prioritise emails, calls, and correspondence on behalf of the GM.
• Prepare meeting agendas, presentations, reports, and minutes where required.
• Ensure timely follow-up on action items and outstanding matters.
• Maintain confidentiality and professionalism in all interactions.

Team Administration

• Provide administrative support to the broader team as required.
• Coordinate team meetings, workshops, and events.
• Assist with onboarding administration and team documentation.
• Maintain organised filing systems, records, and operational documentation.
• Monitor and track departmental deadlines and deliverables.

Billing and Financial Support

• Assist with invoice processing, billing administration, and purchase requisitions.
• Liaise with finance departments and vendors regarding payments and queries.
• Track expenses and ensure supporting documentation is submitted accurately and on time.
• Maintain billing records and assist with monthly reconciliation processes.

Operational Coordination

• Support the execution and coordination of operational projects and initiatives.
• Monitor progress on key operational tasks and provide status updates to the GM.
• Coordinate communication between departments and stakeholders to ensure alignment and timely execution.
• Assist in identifying process improvements and administrative efficiencies.
• Drive follow-through on operational priorities and action plans.

Stakeholder and Communication Management

• Build and maintain professional relationships with internal and external stakeholders.
• Coordinate communication and correspondence on behalf of the GM.
• Ensure professional and timely responses to requests and enquiries.

Minimum Requirements

• Grade 12 / Matric certificate.
• Relevant qualification in Administration, Business Management, Office Management, or related field advantageous.
• Minimum of 3–5 years’ experience in a Personal Assistant or Executive Assistant role.
• Experience supporting senior management or executives.
• Strong administrative and coordination experience.
• Experience with billing or finance administration advantageous.

Knowledge and Skills

• Excellent organisational and time management skills.
• Strong attention to detail and ability to multitask.
• High level of professionalism and confidentiality.
• Strong written and verbal communication skills.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to work independently and take initiative.
• Strong problem-solving and coordination abilities.
• Ability to work under pressure and meet deadlines.

Key Competencies

• Professionalism
• Accountability
• Initiative
• Reliability
• Communication
• Planning and organisation
• Adaptability
• Relationship management
• Execution and follow-through