Overview
Personal Assistant Jobs in Sandton, South Africa at Neptune
The role is accountable for delivering comprehensive, high-quality support within the EXCO environment, specifically supporting the Executive Head:
People & Marketing and the Executive Head:
Data & Analytics.
The incumbent will provide an efficient and professional Personal Assistant service that enhances leadership effectiveness, supports the coordination and delivery of key initiatives, and ensures a high standard of service to in-country teams and stakeholders.
The role contributes to strengthening the image and impact of HINT through consistent, efficient, and proactive support, enabling seamless execution across administrative, operational, and coordination activities.
Governance Meeting & Project Coordination Support:
Coordinate and schedule projects for EXCO members and their teams, ensuring accuracy and timeliness
Support preparation, consolidation and synthesis of executive-level packs, presentations and reports
Track and follow up on key actions from EXCO, Board, and Steering Committee meetings
Assist in coordinating cross-functional initiatives and ensuring alignment across teams
Finance support:
Initiate and process purchase order requisitions and ensure timely PO creation.
Manage approvals on Search Light, including receipts and payment workflows.
Coordinate supplier onboarding by gathering required documents and ensuring compliance with procurement processes.
Prepare and submit accurate monthly credit card reconciliations.
Follow up on Proof of Payment (PoP) with Finance and communicate updates to relevant stakeholders. Process payments for subscriptions and renewals, ensuring timely continuity of services.
Coordinate and submit documentation for the organisation’s annual insurance renewal.
Travel management:
Arrange end-to-end travel logistics, including flight bookings, accommodation, airport transfers or car hire.
Facilitate visa applications, appointment scheduling, and related travel documentation.
Coordinate yellow fever vaccination appointments when required.
Arrange foreign exchange and ensure travellers receive all necessary travel documentation and confirmations.
Administrative Support:
Manage Docu Sign workflows for documents requiring signature and approval.
Log IT service desk requests, including new laptops, loan devices, and contract extension requests.
Follow up on onboarding documentation for new employees to ensure timely completion.
Prepare and provide company letterheads and assist in editing or formatting documents.
Coordinate the sourcing and delivery of staff gifts for special occasions (e.g., birthdays, recognition events).
Maintain accurate and up-to-date administrative records and trackers as required.
Diary & Meeting Management:
Coordinate and schedule meetings for EXCO members and their teams, ensuring accuracy and timeliness.
Liaise with in-country teams to schedule Board meetings, Steering Committees, and other governance forums.
Consolidate attendance, share agenda items, and follow up on outstanding inputs.
Book meeting rooms, arrange catering, and ensure all logistics are in place for successful engagements.
Title: Personal Assistant
Company: Neptune
Location: Sandton, South Africa
Category: