SUMMARY:
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POSITION INFO:
Personal Assistant (PA) to the Group CEO
Business Unit
CEO
Geographic Location
Parktown, South Africa
Name & Title of Direct Superior
CEO
Main Purpose of Job
The Personal Assistant (PA) to the Group CEO will provide high-level administrative, strategic, and operational support to the CEO, ensuring efficient management of their day-to-day responsibilities across multiple companies. The role requires exceptional organizational, communication, and problem-solving skills, with the ability to handle confidential information with discretion.
Key Performance Areas (Core, essential responsibilities – outputs of the position)
Key Responsibilities:
1. Executive Administrative Support
• Manage and optimize the CEO’s calendar, scheduling meetings across multiple companies.
• Screen and prioritize emails, calls, and correspondence on behalf of the CEO.
• Draft and proofread reports, presentations, and internal/external communications.
• Prepare meeting agendas, minutes, and action plans, ensuring follow-ups are completed.
• Act as a liaison between the CEO and internal/external stakeholders, including MDs, board members and clients.
• Organize board meetings, strategic offsites, and quarterly reviews.
2. Performance and Project Management Support
• Track and monitor Key Performance Indicators (KPIs) for all group companies.
• Oversee the progress of strategic projects, ensuring alignment with corporate objectives.
• Assist in financial tracking, including budgets, cash flow, and expense management.
• Manage cross-company initiatives, such as cost optimization, operational efficiency, and synergy projects.
3. Travel and Logistics Management
• Organize domestic and international travel arrangements, ensuring seamless logistics.
• Prepare detailed itineraries, including flight details, accommodations, and meeting schedules.
• Process and track travel expenses and reimbursements.
4. Communication and Confidentiality Management
• Handle confidential information related to business strategy, financials, and HR.
• Draft high-level correspondence for stakeholders, government entities, and partners.
• Maintain professional relationships with external stakeholders to support the CEO’s engagements.
5. Office and Resource Management
• Maintain digital and physical document management systems for easy reference.
• Implement and optimize productivity tools (e.g., project management software, communication platforms).
• Coordinate with HR, Finance, and Operations teams for administrative support.
Minimum Requirements
Qualifications and Experience Required:
• Education:
Bachelor’s degree in Business Administration, Management, Communications, or a related field.
Additional certifications in Project Management (PMP, PRINCE2), Executive Assistant Training, or similar fields are preferred.
• Experience:
Minimum of 5 years experience as a Personal Assistant, Executive Assistant, or Chief of Staff supporting C-suite executives.
Experience in a multi-company or group-level environment is highly desirable.
Exposure to financial reporting, strategic planning, and project management is advantageous.
Key Skills and Competencies Required:
1. Technical and Professional Skills:
• Proficiency in Microsoft Office Suite (Excel, PowerPoint, Word, Outlook).
• Experience with calendar management tools (Google Calendar, Outlook).
• Familiarity with project management tools (Smartsheet).
• Knowledge of financial dashboards, reporting tools (Power BI, Tableau).
• Strong written and verbal communication skills.
• Familiarity with business operations, financials, and corporate strategy.
2. Soft Skills and Personality Traits:
• High level of discretion and ability to handle confidential information.
• Exceptional organizational and multitasking skills, with the ability to prioritize effectively.
• Proactive problem solver with a high level of initiative.
• Strong emotional intelligence (EQ) to build relationships with senior leaders.
• Ability to remain calm under pressure and meet deadlines in a fast-paced environment.
• Strong negotiation and stakeholder management skills.
Skills Assessment Checklist:
Skill/Competency
Bachelor’s Degree
Business, Management, or related field
5+ years as a PA/EA
Experience with C-suite executives
Discretion & Confidentiality
Must handle sensitive information
Calendar & Time Management
High-level proficiency required
Email & Communication Skills
Ability to draft high-level correspondence
Project Management Experience
Smartsheet (but not a requirement, training will be provided)
Financial & Budget Tracking
Basic finance reporting skills
Technology Proficiency
Microsoft Office, Power BI, Google Suite
Stakeholder Engagement
Liaising with MDs, board members
Crisis Management & Adaptability
Ability to handle last-minute changes
Travel Planning Experience
Domestic & international travel logistics
Multitasking & Prioritization
Must manage multiple demands across companies
General working conditions (e.g. shift work, drivers’ license, specific tools, special clothing, environmental requirements, etc.)
• Work outside of normal working hours
• Traveling from time to time
Salary and Benefits:
• Competitive salary based on experience and qualifications.
• Provident Fund
