Personal Assistant / Team Secretary

Description

Description: Provide professional, proactive and confidential administrative support to the Senior Manager and broader team, enabling effective diary management, governance, communication, coordination and day-to-day operational efficiency.

Key Responsibilities

Key Responsibilities

• Executive & Administrative Support
• Manage diaries, meetings, appointments and scheduling priorities.
• Coordinate meeting logistics, agendas, documentation and follow-up actions.
• Prepare professional correspondence, presentations, reports and management packs.
• Maintain structured records, documentation and administrative information.
• Manage confidential and sensitive information with appropriate discretion.
• Team & Governance Coordination
• Coordinate team meetings, governance forums and operational engagements.
• Maintain action, decision, risk and issue trackers where required.
• Track agreed actions and follow up with accountable stakeholders.
• Support preparation and distribution of governance and leadership packs.
• Coordinate submission deadlines and ensure documentation is appropriately maintained.
• Financial & Procurement Administration
• Support purchase orders, invoices, supplier documentation and payment follow-ups.
• Coordinate administrative aspects of contracts, renewals and supplier engagements.
• Assist with cost tracking, budget administration and supporting documentation.
• Liaise with Finance, Procurement, VMO and other support functions as required.
• Workforce Administration
• Support onboarding, offboarding and team administration.
• Maintain resource, contractor and organisational information.
• Coordinate recruitment administration, interviews and stakeholder diaries.
• Track contract expiry and renewal dates and escalate upcoming deadlines.
• Communication & Stakeholder Management
• Serve as a professional coordination point between the Senior Manager, team and stakeholders.
• Facilitate timely communication and follow-up across business areas.
• Coordinate internal events, workshops and team engagements.
• Ensure priority matters are escalated appropriately.

Qualifications & Experience Required

• Diploma or relevant qualification in Business Administration, Office Management, Executive Secretarial Studies or a related discipline.
• Relevant experience supporting senior management or a corporate team.
• Strong proficiency in Microsoft Outlook, Teams, Word, Excel and PowerPoint.
• Strong written and verbal communication skills.
• Excellent planning, organisation and attention to detail.
• Ability to manage competing priorities and confidential information.
• Key Competencies
• Executive administration
• Planning and organisation
• Stakeholder coordination
• Governance discipline
• Attention to detail
• Professional communication
• Confidentiality and discretion
• Initiative and proactive follow-through
• Deadline management
• Problem solving

Required Skills

• Diary Management
• Meeting Coordination
• Professional Correspondence
• Document Management
• Financial Administration
• MS Outlook
• MS Teams
• MS Word
• Ms Excel
• MS Powerpoint

About the Company

Cyan Digital