Executive PA to Chairman

DAV Professional Placement Group; Johannesburg; On-site; ZAR 30 000 - 60 000; Full time

Job summary

An innovative manufacturing group is seeking an exceptional Executive Assistant to support the Chairman's leadership. This role involves strategic partnership, proactive problem-solving, and seamless execution of high-impact priorities. You'll manage complex schedules, travel logistics, and event coordination, ensuring the Chairman is well-prepared for all engagements. Ideal candidates will possess strong organizational skills, emotional intelligence, and a commitment to excellence. Join a forward-thinking company dedicated to transforming Africa through industrial innovation and digital solutions.

Qualifications

• Proven experience as an Executive Assistant or similar role.
• Ability to manage complex schedules and travel arrangements.

Responsibilities

• Manage the Chairman's schedule and travel arrangements effectively.
• Coordinate events and meetings, ensuring all logistics are handled.

Skills

Strategic Thinking

Planning and Organizational Skills

Professional Communication

Microsoft Office Suite

Emotional Intelligence

Time Management

Problem Solving

Education

Bachelor's Degree

Experience in Executive Assistance

Tools

Microsoft Office Suite

Outlook

MS Teams

Zoom

Travel Platforms

Job description

Location: Johannesburg (On-site)

Our visionary manufacturing group - transforming Africa through industrial innovation, digital solutions, and purpose-driven businesses - seeks an exceptional Executive Assistant to empower our Chairman's leadership.

Your Mission:
Become the Chairman's strategic partner - anticipating needs, solving problems before they arise, and ensuring seamless execution of high-impact priorities across multiple sectors.
Key Responsibilities
Diary & Time Management
Responsibilities:

• Proactively manage the Chairman's complex and dynamic schedule, ensuring optimal use of time.
• Schedule internal and external meetings, allowing sufficient buffer times for preparation and travel.
• Reschedule or rearrange appointments as needed with minimal disruption and clear communication.
• Flag priority items and ensure sufficient focus time is allocated in the Chairman's diary.
• Maintain a diary of family, friends, and colleagues' events (e.g., birthdays, anniversaries, milestones) and ensure appropriate gifts or acknowledgements are arranged timeously.

Travel Management
Responsibilities:

• Manage end-to-end travel planning of the Chairman, his family, and any guests:
• Coordinate visa applications, ensuring timely submissions and approvals.
• Book international and local flights with careful attention to stopovers and connecting flights.
• Ensure hotel and local transport bookings are confirmed and aligned with travel itinerary.
• Ensure that pick-ups and drop-offs are coordinated with the appointed driver in advance for all local and international travel.
• Monitor travel schedules and check-in ahead of boarding times.
• Provide a comprehensive, easy-to-navigate travel pack before each trip.
• Anticipate risks of delays, short layovers, last-minute changes and proactively mitigate them.

Event Management & Logistics
Responsibilities:

• Lead and coordinate executive and strategic events on behalf of the Chairman, including Board Meetings, VIP engagements and investor presentations.
• Liaise with internal departments, external stakeholders, and service providers to ensure all aspects are managed effectively.
• Prepare event programs, coordinate speaker schedules, and ensure all material is professionally prepared and printed.
• Provide on-the-ground support during events to ensure everything runs smoothly.

Meeting Support & Follow-through
Responsibilities:

• Attend all meetings with or on behalf of the Chairman.
• Accurately capture meeting minutes, key decisions, and action items.
• Ensure action items are followed up and reported back on in a timely and proactive manner.
• Maintain a tracking system to monitor progress of key initiatives and deliverables from meetings.
• Promptly brief the Chairman on important follow-ups and reminders.

Budget Management - Chairman's Office
Responsibilities:

• Track and manage the Chairman's Office budget and personal expenses, including but not limited to:
• Administrative expenses
• Travel and accommodation
• Monthly allowances
• Household expenses
• Ensure all expense records are kept up-to-date, and reports are submitted when required.

Administrative Excellence & Professional Interface
Responsibilities:

• Draft, review, and manage professional correspondence and communications.
• Monitor incoming emails and correspondence for priority issues.
• Liaise with senior stakeholders and serve as a gatekeeper for the Chairman's office.
• Organize and maintain digital and physical filing systems for all Chairman-related documentation.
• Prepare presentations, board packs, reports, and briefing notes as required.
• Uphold confidentiality and discretion in all matters.
• Ensure the Chairman is always well-prepared, informed, and supported in all engagements.

Proactive Support & Initiative-taking
Responsibilities:

• Anticipate the Chairman's needs and take initiative to solve problems before they arise.
• Prepare briefing documents, presentations, and reports as needed.
• Align support with strategic objectives, fast-paced and growth-oriented environment.
• Take ownership of challenges, identify inefficiencies, and design smarter processes.
• Maintain an understanding of business priorities and align support efforts accordingly.
• Any other duties as delegated by the Chairman.

Competencies

• Strategic thinking.
• Exceptional planning and organizational skills.
• Strong business acumen and an entrepreneurial outlook.
• Professional and effective written and verbal communication.
• Proficiency in Microsoft Office Suite, Outlook, MS Teams, Zoom, travel platforms, and collaborative tools.
• Ability to work independently, prioritize, and manage multiple tasks simultaneously.
• Strong interpersonal skills and emotional intelligence.
• Sound judgment, reliability, and initiative.
• Time Management.
• Discreet and trustworthy.
• Detail-oriented with a proactive, solution-focused approach.
• Committed to excellence and continuous improvement.