Executive PA & Procurement

Executive Personal Assistant & Procurement Coordinator

Location: Cape Town, South Africa

Application Details

Closing Date: Friday, 24 July 2026

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Subject: Executive Personal Assistant & Procurement Coordinator Application

Salary Range: R18000 - R22000

About Perfect Solutions

Perfect Solutions is a proudly African, globally connected business delivering integrated Marketing, Finance, Technology and Corporate Management solutions across the continent.

For more than 20 years, we have partnered with leading local and international organisations to deliver innovative, scalable and culturally relevant business solutions. Today, our network operates across 46 African markets through multiple operating companies, supporting over 500 clients, including Fortune 500 organisations.

Our success is built on entrepreneurial thinking, operational excellence and an unwavering commitment to delivering world-class service throughout Africa.

The Opportunity

Perfect Solutions is seeking an experienced, highly organised and proactive Executive Personal Assistant & Procurement Coordinator to provide executive support to the CEO and Executive Committee while overseeing procurement and supplier coordination across the business.

This is a high-performance role suited to someone who thrives in a fast-paced entrepreneurial environment, enjoys managing multiple priorities simultaneously, and possesses exceptional organisational, communication and procurement skills.

The successful candidate will become an integral part of the executive team, ensuring seamless executive support while maintaining efficient procurement and operational processes.

Minimum Requirements

• Minimum 3–5 years' experience as an Executive Personal Assistant, Executive Assistant or Senior Administrative Professional.
• Proven experience supporting Executive Management or C-Suite leadership.
• Strong procurement and supplier management experience.
• Experience obtaining quotations, negotiating supplier pricing and managing purchase orders.
• Strong organisational and diary management skills.
• Experience coordinating meetings, travel and executive schedules.
• Experience managing confidential information.
• Budget tracking, invoice reconciliation and procurement reporting experience.
• Excellent written and verbal communication skills.
• Advanced Microsoft Office proficiency (Excel, Outlook, Word and PowerPoint).
• Experience with ERP, procurement or accounting systems advantageous.
• Ability to work independently with minimal supervision.

Core Competencies

• Executive & C-Suite support
• Executive diary and calendar management
• Meeting coordination and minute taking
• Procurement & sourcing
• Supplier relationship management
• Purchase Order management
• Budget monitoring and cost control
• Procurement reporting
• Inventory and stock coordination
• Travel and logistics coordination
• Project coordination
• Advanced Microsoft Excel
• Professional communication
• Confidential document management
• Strong problem-solving ability

Key Responsibilities Executive Personal Assistant

• Provide direct executive support to the CEO and Executive Committee.
• Manage complex executive calendars, meetings and appointments.
• Coordinate domestic and international travel arrangements.
• Prepare executive presentations, reports and meeting documentation.
• Attend meetings where required and record minutes and action items.
• Manage confidential correspondence and executive communications.
• Track executive action items and ensure follow-through across departments.
• Coordinate strategic projects and assist with operational priorities.

Procurement & Supplier Management

• Source suppliers and obtain competitive quotations.
• Negotiate pricing, lead times and supplier agreements.
• Issue and manage Purchase Orders.
• Build and maintain supplier relationships.
• Coordinate procurement for operational, marketing and project requirements.
• Maintain procurement records and supplier databases.

Financial Administration

• Track procurement expenditure against approved budgets.
• Reconcile quotations, purchase orders and supplier invoices.
• Assist Finance with procurement documentation and payment approvals.
• Monitor cost-saving opportunities across suppliers.

Operational Coordination

• Support the Executive Team with day-to-day operational requirements.
• Coordinate office suppliers, couriers and facilities where required.
• Assist with project administration across multiple departments.
• Maintain organised filing systems and executive documentation.

The Ideal Candidate

We're looking for someone who is:

• Exceptionally organised.
• Highly professional and discreet.
• Confident working with senior executives.
• Commercially minded.
• Able to think ahead and anticipate business needs.
• Detail-oriented with excellent follow-through.
• Calm under pressure.
• Solutions-driven and proactive.
• Comfortable working in a fast-moving entrepreneurial business across multiple African markets.

The successful candidate must demonstrate a proactive approach, exceptional follow-through, and the ability to anticipate executive requirements rather than simply responding to requests.