Executive Office Administrator | Petra Diamonds Limited
About Petra Diamonds
Petra Diamonds Limited is a global leader in the rough diamond industry and one of the largest independent diamond groups by resource. We are looking for a highly skilled and polished professional to join our team and support our executive leadership.
About the Role
Reporting directly to the Chief Executive Officer: Corporate, this position will provide comprehensive executive and administrative support to Company Directors, Non-Executive Directors, Board Members, and Head Office personnel. The role ensures smooth office operations, efficient coordination, and adherence to best office management practices.
Key Responsibilities
📌 Executive & Administrative Support
- Serve as a point of contact between executives, employees, clients, and external partners.
- Maintain efficient information flow, ensuring timely and confidential communication.
- Format and prepare memos, reports, presentations, and emails for internal and external use.
📌 Office & Facility Management
- Manage office supplies and procurement, ensuring adherence to company policies.
- Oversee office equipment maintenance and liaise with service providers for repairs.
- Arrange functions, venues, and catering as per management’s requirements.
📌 Travel & Meeting Coordination
- Handle travel arrangements, bookings, and logistics to ensure cost efficiency.
- Organize and attend meetings, compile and distribute minutes, and follow up on action items.
📌 Financial & Record Management
- Reconcile expenditures against budgets and address variances.
- Develop and maintain a structured filing system for easy access to office records.
- Assist with invoice processing and maintain financial records where required.
📌 HR & Compliance Support
- Coordinate time and attendance records for managers and designated staff.
- Ensure adherence to company policies, procedures, and relevant legislation.
- Model and uphold behavior aligned with the Petra Culture Code.
📌 Supervision & Team Collaboration
- Establish and maintain strong working relationships with internal and external stakeholders.
- Supervise and provide guidance to subordinates in the designated area.
- Effectively manage self-directed tasks and team responsibilities.
Qualifications & Experience
✅ Grade 12 certificate
✅ Secretarial/Administration qualification (NQF Level 5 or equivalent)
✅ Minimum 5 years of experience in general administration/clerical roles
✅ Proficiency in Microsoft Office Suite
✅ Valid driver’s license
Preferred Qualifications (Advantageous)
✔ Previous experience in a mining administrative environment
✔ Knowledge of workflow process software
✔ Understanding of company procedures and systems
Technical Skills & Competencies
🔹 Proficiency in office management principles and practices
🔹 Ability to plan and organize corporate functions & events
🔹 Strong interaction management skills for stakeholder engagement
🔹 Knowledge of stock-keeping principles and reconciliation activities
Why Join Petra Diamonds?
At Petra Diamonds, we value excellence, integrity, and continuous improvement. We offer a dynamic and supportive environment where professionals can grow, thrive, and contribute to an industry-leading company.
Are you ready to shine in a role that demands excellence? Apply today!
