Personal Assistant

An opportunity has become available for a
Personal Assistant
to
Otsile Matlou
(the Chief Operating Officer) to join the
Johannesburg
Offices of
ENS.

OVERVIEW

The Personal Assistant provides confidential, proactive and executive support to the Chief Operating Officer ("COO") by managing priorities, communications, and schedules with discretion and efficiency. Acting as a trusted gatekeeper and liaison, they will support the COO with effective administration systems and processes in a dynamic and highly pressurised environment and work closely with the various Business Services teams in the execution of firm related projects.

KEY RESPONSIBILITIES AND DUTIES

• Managing the COO diary and co-ordinating appointments in a well-organised manner
• Managing their email account effectively by filtering emails, highlighting urgent correspondence, attending to emails on their behalf and/or reassigning the emails to their respective Head of Departments ("HODs"), where applicable
• Serve as the primary contact for all stakeholders by prioritising urgencies, ensuring clear communication, efficient information flow, and professional representation
• Managing the process of briefing the COO to ensure that they are fully prepared for all engagements
• Attending to telephone duties, including effective screening and problem resolution, co-ordinating appointments, meetings and client contact
• Develop a detailed understanding of the COO strategic priorities and provide high level administrative and logistical support to enable them to focus on leadership and decision making
• Drafting appropriate correspondence and corporate communications on behalf of the COO
• Assisting in the preparation and distribution of various executive reports and special projects
• Facilitating the end-to-end coordination, scheduling, and preparation of meetings for the COO with HODs and Office Heads ("OHs"), including agenda planning, briefing materials, logistics, and follow-up actions
• Compiling data and statistics for the purposes of report-writing and providing feedback to various stakeholders
• Attending to the processing of payments, including the checking of invoices and following up on outstanding information
• Establishing collaborative relationships with professionals, support staff and internal/external clients and/or service providers, and engaging with them in a professional, friendly manner
• Taking minutes at meetings, as required
• Maintaining an effective filing system both electronically and manually
• Co-ordinating travel and accommodation requirements (both nationally and internationally) in conjunction with the in-house travel consultant. Including attending to visa applications and related documentation as required
• Assisting with inventory management, including the ordering and/or replenishing of stationery
• Oversee day-to-day administrative functions, proactively tracking progress on deliverables and ensuring all deadlines are met to support the COO and the various Business Services teams priorities and organisational objectives
• Undertaking any other duties, as required
• Assisting with certain personal administration

KNOWLEDGE AND SKILLS

• Ability to use initiative and be proactive in offering assistance and following up to ensure an efficiently run office
• Flexible and mature approach with ability to work unsupervised
• Ability to filter information and assess priorities
• Highly competent in computer packages e.g. Microsoft Word, Outlook, Excel and PowerPoint
• Strong attention to detail
• Excellent typing skills, including formatting various documents
• Well-developed interpersonal skills, and proven ability to build relationships with people
• Excellent communication skills (verbal and written) and ability to professionally represent the Executives
• Professional telephone etiquette
• Strong administration and organisational skills
• Sense of absolute confidentiality
• Sense of urgency and ability to work under pressure and within tight deadlines
• Bright, confident personality with high emotional intelligence
• Well-presented, with high energy levels
• Highly personable, team player, professional, and friendly
• Project Management Skills

QUALIFICATIONS AND EXPERIENCE

• Matric / Grade 12 (compulsory)
• Secretarial diploma or recognised executive assistant certification (preferred)
• Bachelor's degree in Business Administration, Communications, or related discipline (advantageous)
• A valid driver's licence
• Minimum ten (10) years' progressive experience as a Personal Assistant supporting C-suite leaders within a corporate, legal, financial, or professional services environment
• Proven track record of managing complex international travel, high-level stakeholder interactions, and confidential assignments with minimal supervision

This is a demanding but stimulating position which will require working outside of normal office hours, when necessary.

ENS is committed to transformation and achieving equity in its workplaces. Preference will therefore be given to suitably qualified and skilled EE candidates. The closing date for all applications is close of business on
09 November
2025.