Executive Assistant to CEO

South African Maritime Safety Authority; Pretoria; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A government agency in maritime safety is looking for an individual to manage the CEO's complex calendar and provide broad administrative support. Responsibilities include scheduling meetings, organizing travel logistics, and preparing documents for presentations. The ideal candidate will demonstrate strong communication skills and the ability to handle sensitive information professionally. This role is based in Pretoria, Gauteng.

Qualifications

• Experience managing complex calendars and scheduling.
• Strong communication skills for internal and external stakeholder engagement.
• Ability to handle sensitive information with discretion.

Responsibilities

• Manage and prioritize the CEO’s complex calendar.
• Act as the primary point of contact for stakeholders.
• Prepare documents and presentations for meetings.

Job description

KEY PERFORMANCE AREAS

• Manage and prioritize the CEO’s complex calendar, scheduling meetings, appointments, and events while resolving conflicts efficiently and diplomatically.
• Act as the primary point of contact for internal and external stakeholders, including government officials, executive management, senior management, partners, and sector representatives.
• Ensure timely, clear, and effective communication, and or delegate appropriately all correspondence that comes through the CEO’s office.
• Organize all travel logistics, including flights, accommodation, and transportation, ensuring efficiency, cost-effectiveness, and optimization of the CEO’s time.
• Prepare, review, and organize documents, reports, presentations, and other materials for the CEO’s meetings, including board reports and strategic plans.
• Prepare agendas, take minutes, and follow up on CEO meeting action points to ensure accountability and progress.
• Manage both electronic and documents filing systems, as well as taking steps to ensure that the CEO's office is in compliance with all applicable record-keeping requirements.
• Handle sensitive and confidential information with utmost discretion and professionalism in compliance with POPIA and other applicable guidelines.
• Coordinate and support key projects and initiatives driven by the CEO's office, liaise with multiple departments and external partners.
• Provide broad administrative support to ensure the CEO’s office is organized, effective, and aligned with SAMSA’s vision and values.