Personal Assistant

About the role

Shugulika Africa Limited is looking for a Personal Assistant to provide high-level administrative, organizational and operational support to senior management within its construction business. The role suits someone who can coordinate complex schedules, projects and communications across multiple construction sites, contractors, consultants and stakeholders, and work in a fast-paced, deadline-driven environment.

Key responsibilities

• Provide administrative support to the Managing Director/CEO/Project Director, managing their calendar, appointments, meetings and site visits.
• Screen, prioritize and respond to emails, calls and correspondence on behalf of management, and draft, review and format correspondence, reports, presentations and memos.
• Maintain confidential files, contracts, agreements and company records, and organize digital and physical filing systems for contracts, drawings, permits and approvals.
• Assist in coordinating construction projects and meetings, track timelines and deliverables, and prepare agendas, minutes and action trackers.
• Liaise with consultants, contractors, suppliers and internal teams, and act as a key contact between senior management and external stakeholders.
• Support tender documentation, project reports, progress summaries, budgets, expense tracking and cost reports, and process invoices, payment requests and expense claims.
• Support procurement, including purchase orders, supplier follow-ups and contract documentation, and maintain records of supplier agreements and project costs.
• Organize board meetings, project reviews and client presentations, and arrange travel, accommodation and transport for executives, including itineraries and expense reconciliations.
• Ensure day-to-day office operations run smoothly, manage office supplies and equipment, and support onboarding of senior staff and project consultants.

Required profile

• Minimum 5-7 years' experience as an Executive Assistant or Senior Administrative Assistant.
• Proven experience supporting senior executives or directors.
• Previous experience in a construction, engineering, real estate or infrastructure company is highly preferred.
• Ability to read and understand basic construction documentation is a plus.

Required skills

• Strong proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
• Experience with project management tools and document control systems is an advantage.