Personal Assistant to CEO JHB

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