Personal Assistant
Location: Sandton, South Africa
Job Type Classification: Permanent
Closing Date: None
Salary: market related
Job Purpose
We are seeking a highly organized, professional, and dynamic Personal Assistant (PA) to provide comprehensive day-to-day administrative and operational support to a Senior Vice President (SVP) or Vice President (VP) within the organization. The successful candidate will act as a trusted liaison and first point of contact for internal and external stakeholders, ensuring optimal time and diary management, seamless communication flow, and effective coordination of all business functions within the unit.
This role also encompasses broader coordination responsibilities including office administration, personnel support, budget monitoring, travel management, and project tracking—contributing to the efficient delivery of executive and organizational goals.
Key Responsibilities
1. Executive Support
- Manage and prioritize the SVP/VP’s daily schedule, meetings, and appointments to ensure smooth operations and alignment with strategic priorities.
- Coordinate with key stakeholders to schedule critical meetings within required timelines.
- Proactively identify and resolve calendar conflicts, reassign priorities, and communicate changes clearly.
- Prepare and maintain presentations, reports, memos, minutes, and agendas for meetings.
- Ensure the SVP/VP is fully briefed, equipped, and prepared for each meeting or engagement.
- Attend meetings as needed, take accurate minutes and action items, and follow up on deliverables.
2. Office Administration & Communication
- Receive and screen visitors and telephone calls, handling inquiries and routing messages professionally.
- Maintain and update both hardcopy and electronic filing systems to ensure accessible record keeping.
- Draft, format, and proofread official communications and routine correspondence with accuracy and professionalism.
- Support internal communication processes and collaborate with other PAs to align calendars and systems.
- Project a professional image in all communications and interactions on behalf of the SVP/VP.
3. Travel and Event Coordination
- Organize local and international travel arrangements including flights, accommodation, car rentals, visas, passports, and travel insurance.
- Handle complex itineraries, ensuring time zone considerations and executive preferences are accounted for.
- Coordinate logistics and facilities for on-site and off-site meetings, events, and workshops.
- Arrange catering, access, security, parking, and communication materials for meetings or events as required.
4. Budget and Procurement Support
- Assist with budget tracking and reporting, including reconciliation of expenses and analysis of financial trends.
- Process and monitor purchase orders, invoices, and office-related procurement within budget parameters.
- Maintain inventory and ensure timely ordering of office supplies, equipment, and stationery.
5. Process Optimization & Stakeholder Engagement
- Develop and maintain effective relationships with internal departments and external vendors to ensure seamless operations.
- Respond to queries from internal stakeholders and provide information and support in a timely and professional manner.
- Participate in identifying and implementing improvements in administrative procedures, tools, or workflows.
- Ensure all tasks comply with company standards, safety procedures, and data confidentiality policies.
Minimum Requirements
Education
- Senior Certificate (Matric) or equivalent
- Further qualifications in Office Administration, Business Support, or a related field would be advantageous
Experience
- Minimum of 3 years’ experience in a senior-level personal assistant or executive support role
- Proven ability to manage multiple priorities, handle confidential information, and work under pressure
Key Competencies
- Communicates Effectively: Ability to deliver clear and concise messages, both written and verbal, to a variety of stakeholders
- Plans and Aligns: Strong planning and coordination skills, with the ability to manage multiple calendars and conflicting priorities
- Manages Complexity: Skilled in identifying key information, prioritizing tasks, and managing workflows
- Drives Results: Delivers on key tasks with minimal supervision, while maintaining high levels of accuracy and accountability
- Attention to Detail: Ensures accuracy in all communications, reporting, and documentation
- Technological Proficiency: Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); comfortable learning new systems
- Multitasking: Balances competing priorities, adapts to change, and maintains performance in dynamic environments
- Professionalism and Integrity: Upholds confidentiality, discretion, and ethical standards at all times
- Customer Orientation: Builds trust and maintains strong relationships through responsiveness and service excellence
Our Commitment to Inclusion & Diversity
At Sasol, we are committed to fostering a workplace that reflects the diverse society we serve. We embrace our responsibility to provide equal opportunities for all and actively promote the inclusion of people with disabilities and those from designated groups in accordance with our Employment Equity Plan.
Our purpose of “Innovating for a better world” drives our belief that diversity, equity, and inclusion are not just values—they are essential to our growth, innovation, and long-term success.
Application Process
Our recruitment process uses an automated system to efficiently assess large volumes of applicants. If you have not received feedback within 60 days of the advertisement’s closing date, please consider your application unsuccessful.
We thank you for considering Sasol as your employer of choice and wish you success in your career aspirations and future applications.
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