Executive Personal Assistant Job Vacancy in Johannesburg at Intocast 

We are seeking a highly organised, proactive, and professional Executive Personal Assistant to provide comprehensive support to the Director, both in business and private capacities. This is an exciting opportunity for a dynamic individual who thrives in a fast-paced environment and can manage multiple responsibilities efficiently.

Duties & Responsibilities

Executive and Management Support

• Full spectrum of administrative duties for Management.
• Co-ordinate and schedule meetings, including diary management and appointment setting.
• Provide personal and business support to all Directors.

Contract and Document Management

• Draft and securely file all company contracts.
• Compile documents and agendas for meetings.
• Minute-taking and timely distribution for:
• Arrange refreshments/lunches for meetings when required.

Sales & Analysis

• Compile sales reports, graphs, spreadsheets, and trend analysis.

Legal & Intellectual Property

• Manage patents and trademarks.

Staff Oversight

• Oversee Receptionist, Driver, and Cleaning Staff (office and warehouse).

Insurance Administration

• Liaise with insurers to ensure all policies (local and global) are current.
• Handle policy claims and follow-ups.

Travel Arrangements

• Book local/international flights, hotels, car hire.
• Manage visa applications and forex orders.

Vehicle Portfolio Management

• Maintain vehicle register, manage tracking systems (e.g., Cartrack).
• Oversee vehicle licenses, fines, insurance, and fuel card usage and reconciliations.

Cellphone & Communications

• Manage Vodacom contracts for company phones, including new activations, upgrades, and cancellations.

Finance Support

• Assist with credit applications.

Credit Card Management

• Manage issuance/cancellation of staff cards and resolve queries.
• Conduct reconciliations for MD & Sales Director accounts.
• Monitor for irregular expenditure.

Procurement Duties

• Manage company debit/credit card purchases and reconciliations.

Office Services & Maintenance

• Address building maintenance concerns and coffee machine servicing.
• Ensure office efficiency and internal support.
• Coordinate layout, systems, and equipment upgrades.
• Arrange flowers for special occasions.

Events and Marketing Coordination

• Provide support to marketing and internal sales teams.
• Coordinate events
• Promotional gifting and events (birthdays, farewells, etc.)

Desired Experience & Qualification

• Matric (Grade12 / National Senior Certificate)
• Computer Literacy (Micorosoft Word, Excel, Outlook, Powerpoint, TEAMS)
• 5+ Years Experience as Executive Personal Assistant