Senior Personal Assistant & Receptionist

Company Description

Gradidge Mahura Investments is South Africa's family wealth experts. An independent private wealth management business built on a singular purpose: guiding families on their journey of financial growth and security, not just for today, but for generations to come.

We are an FPI Approved Professional Practice, recognised as FPI Approved Professional Practice of the Year (2021), Top Wealth Manager by Intellidex (2018), and in 2024, six of our Financial Advisors were ranked in the Citywire South Africa Top 50 Advisors.

Role Description

Gradidge Mahura Investments is looking for an exceptional Senior Personal Assistant & Receptionist to become the operational heartbeat of our Johannesburg office.

This is not a conventional PA role it is a multifaceted position that sits at the intersection of executive support, client experience, and office management, making it central to how we show up for our clients and our team every day.

You will provide high-level support to members of our executive leadership team, manage the front office, oversee day-to-day facilities and housekeeping operations, and directly supervise our Office Housekeeper. You will be the first face our clients see and the person who ensures our office runs seamlessly behind the scenes.

We are looking for someone who is polished, proactive, and deeply organised. Someone who takes pride in the details, thrives in a high-performance environment, and understands that in a private wealth business, every client interaction matters.

Executive & Personal Assistant Support

• Provide comprehensive diary and administrative support to the CEO, CIO, COO, and Heads of Department.
• Coordinate and manage meetings, appointments, and executive calendars, anticipating scheduling conflicts and resolving them proactively.
• Arrange travel, accommodation, and logistics for executives and staff as required.
• Screen and manage incoming calls and correspondence, ensuring timely and professional handling.
• Track and follow up on action items to ensure commitments and deadlines are met.
• Prepare documents, presentations, and correspondence on behalf of executives where required.
• Handle confidential information with absolute discretion and professionalism.
• Assist with ad hoc projects and executive requests as they arise.

Reception & Front Office Management

• Serve as the first point of contact for clients, guests, and service providers, always warm, professional, and attentive.
• Welcome and direct all visitors in a manner consistent with Gradidge Mahura Investments brand and client experience standards.
• Manage the reception area, ensuring it is immaculate and professionally presented at all times.
• Answer and direct incoming calls and general enquiries promptly and professionally.
• Coordinate meeting room bookings and ensure rooms are set up and ready ahead of time.
• Oversee client meeting preparation, including hospitality arrangements and refreshments.
• Receive, log, and distribute all incoming mail, deliveries, and courier packages.

Office & Facilities Management

• Take overall accountability for the day-to-day presentation and operational upkeep of the office environment.
• Supervise and manage the Office Housekeeper, including daily task allocation, scheduling, quality oversight, and performance management.
• Manage office supplies, stationery, and consumables. Monitoring stock levels and placing orders proactively to avoid shortages.
• Coordinate all deliveries, collections, and courier arrangements efficiently.
• Liaise with building management, service providers, and maintenance contractors to ensure the office remains well-maintained and fully operational.
• Oversee the upkeep of kitchen and communal areas, including restocking of refreshments and supplies.
• Assist with the logistics and coordination of office events, team functions, and client entertainment.
• Identify and escalate facilities issues or maintenance requirements promptly.

Skills and Competencies

1. Proficient in Microsoft Office 365 (Word, Excel, Outlook, MS Teams, PowerPoint).

2. Exceptional organisational and time management skills, with the ability to manage competing priorities without dropping the ball.

3. Strong interpersonal skills and the ability to build professional relationships at all levels.

4. Excellent verbal and written communication skills.

5. Polished, professional presentation with a genuine client-service orientation.

6. High attention to detail and accuracy across all tasks and deliverables.

7. Strong problem-solving ability and sound judgement under pressure.

8. Demonstrated ability to supervise and motivate support staff.

9. Proactive and initiative-driven. Anticipates needs rather than waiting to be directed.

10. Absolute discretion and integrity when handling confidential information.

11. Comfortable engaging with high-net-worth clients and senior executives.

12. Team player with a positive, can-do attitude.

13. Strong telephone etiquette and front-office presentation standards.

14. Own reliable transport.

Required Knowledge / Experience

• Minimum of 5 years' experience in a Personal Assistant, Executive Assistant, or Office Management role.
• Proven experience supporting senior executives or leadership teams.
• Experience managing reception and front-office operations.
• Strong track record of coordinating complex diaries, travel arrangements, and executive schedules.
• Experience managing office facilities, supplies, and vendor or service provider relationships.
• Prior experience supervising or managing support staff will be advantageous.
• Experience in financial services or a professional services environment will be advantageous.
• Exposure to high-net-worth client environments will be advantageous.

Qualifications

• Diploma in Business Administration, Office Management, Communications, or related field.
• Relevant secretarial or executive assistant qualifications will be advantageous.

Remuneration

Market related, depending on experience and qualifications.