Executive Personal Assistant

To qualify for this position, you need:

• Matric.
• Diploma/Degree in Office Administration, Secretarial Studies, Business Management, or a related field advantageous (advantageous).
• Minimum 5 years’ experience as a Personal Assistant or Executive Assistant, supporting senior management.
• Proven experience managing complex diaries and travel arrangements.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) — advanced level.
• Experience with travel booking platforms and online diary tools.
• Familiarity with property management software such as Weconnect
  
  U, TMS, Red Rabbit, or Pay Prop(advantageous).
• Zoho CRM experience (beneficial).
• Comfortable navigating multiple systems to source data for reporting. will have a distinct advantage.
• Must be strong on using AI for work efficiencies.
• Own reliable transport and valid drivers licence.
• Excellent written and verbal communication skills in English are essential.

• Proactively manage and coordinate the diaries of the CEO and COO, including scheduling meetings, appointments, and internal/external engagements.
• Anticipate scheduling conflicts and resolve proactively, always prioritising executive time effectively.
• Prepare daily briefing notes and ensure both executives are fully prepped for upcoming meetings.
• Manage meeting logistics: send invitations, prepare agendas, take minutes, and follow up on action items.

• Arrange all domestic and international travel for the CEO, COO, Heads of CoEs, and other iGrow Rentals staff as required, including flights, accommodation, ground transport, and airport transfers.
• Build comprehensive, end-to-end travel itineraries ensuring cost-effectiveness and seamless logistics.
• Manage travel documentation: visas, travel insurance, expense claims, and reconciliations.
• Coordinate travel requirements for CoE heads on a regular basis and for other iGrow Rentals staff on an ad hoc basis.
• Handle last-minute changes and rebookings with efficiency and composure.

• Screen, manage, and prioritise incoming calls, emails, and correspondence on behalf of the CEO and COO.
• Draft, proofread, and send professional correspondence, reports, and presentations — reviewing all outgoing material for accuracy, tone, and completeness before dispatch.
• Act as a first point of contact and ambassador for the executives with internal and external stakeholders.
• Candidates with a working understanding of landlord/tenant dynamics and the lease lifecycle will be able to triage routine rental management correspondence more autonomously — this is considered a strong advantage in this role.
• Maintain strict confidentiality in all matters.

• Provide administrative support to the iGrow Rentals business operations as directed by the CEO and COO.
• Extend administrative support to the Heads of Centres of Excellence (CoEs) as directed, including scheduling, correspondence management, and document preparation.
• Assist with tenant correspondence, lease documentation tracking, and property-related scheduling.
• Coordinate with external service providers, contractors, and property managers.
• Support preparation of reports, presentations, and data relating to the rental portfolio.
• Assist with invoice processing, expense tracking, and basic financial administration for the rental business.

• Manage office supplies, stationery, and general office administration.
• Maintain organised digital and physical filing systems for executive and business documents.
• Process expense claims and reconcile credit card statements for the CEO and COO.
• Plan and coordinate internal and external events, functions, and team engagements.
• Liaise with suppliers, service providers, and building management as required.

• Review, proofread, and spotcheck all documents, reports, presentations, and correspondence before they are submitted to the executives or distributed externally.
• Identify errors, inconsistencies, and gaps in drafts produced by the team, and provide constructive feedback or corrections.
• Ensure all outgoing communications from the CEO and COO are polished, accurate, and professionally presented.
• Maintain high standards of written quality across all business documentation, including board packs, client-facing materials, and internal reports.
• Develop a thorough understanding of iGrow’s tone, brand standards, and communication protocols to apply consistently across all deliverables.

• Assist with special projects, research, and presentations as assigned by the CEO or COO.
• Support onboarding of new team members and manage related administrative processes.
• Undertake any other reasonable tasks in support of the executive team and business operations.