Executive Assistant to HR Executive

About the role

Omnia is hiring an Executive Assistant to HR Executive in Group, Human Resources, based in Fourways. The role reports to the HR Executive. The Executive Assistant to HR Executive will provide professional, confidential and high-level executive support to the HR Executive, while also providing administrative, diary management, and coordination support to the Executive: Governance and the Chief Operating Officer for Protea.

Responsibilities

• Executive and Administrative Support
• Provide high-level administrative and secretarial support to the Group HR Executive.
• Manage and coordinate a complex executive diary, meetings, appointments, and travel arrangements.
• Screen, prioritize, and manage incoming correspondence, emails, and requests.
• Works closely and effectively with the Executives to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Keep the Executives updated on issues taking place in the environment.
• Prioritizes conflicting needs
• handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Draft professional correspondence, communications, and meeting minutes.
• Maintain accurate records, filing systems, and confidential documentation.
• Stakeholder Management
• Serve as a key liaison between the HR Executive and internal and external stakeholders.
• Build and maintain effective relationships with executive leadership, employees, service providers, regulators, and business partners.
• Coordinate responses and follow-ups on executive requests and action items.
• Ensure timely communication and resolution of stakeholder queries.
• Provide a welcoming and hospitable environment for all internal and external visitors.
• Ensure and maintain the neatness and professional image of the executive suite by liaising with respective or relevant parties that support this function. This will include effectively managing the executive floor, including but not limited to catering, events management, technological equipment, stationary, and setting up.
• Reporting and Information Management
• Compile HR reports, dashboards, and executive summaries.
• Gather, analyse, and present information to support decision-making.
• Coordinate monthly, quarterly, and annual reporting requirements.
• Assist in the preparation of board and committee submissions.
• Project and Event Coordination
• Support the planning and execution of strategic HR initiatives and projects.
• Coordinate HR events, leadership engagements, employee wellness programmes, and corporate functions.
• Track project activities, deadlines, risks, and deliverables.
• Ensure effective communication and coordination across project teams.
• Confidentiality and Compliance
• Handle highly confidential employee, and executive information with discretion.
• Ensure adherence to company policies, governance standards, and relevant legislation.
• Support audit requirements by maintaining accurate documentation and records

Requirements

• Qualifications
• Bachelor's degree in Business Administration, Office Management, Human Resources, or related field.
• Experience
• Minimum 8-10 years' experience as an Executive Assistant or Personal Assistant supporting senior executives.
• At least 5 years' experience supporting an Executive, Executive Committee member, or C-suite leader.
• Experience within a JSE-listed, multinational, or highly regulated corporate environment.
• Proven experience coordinating executive governance activities, board committee meetings, reporting cycles, and strategic projects.
• Experience in managing confidential executive and HR-related matters.
• Key Competencies
• High levels of integrity, judgement, and discretion
• Resilient, composed, and credible under pressure
• Strong stakeholder management and relationship‑building capability
• Ability to perform complex tasks and to prioritize multiple projects.
• Executive presence and professionalism
• Strategic thinking
• Strong business acumen
• High resilience and adaptability
• Sound judgement and problem-solving