Executive PA to the CEO and Chief information and Projects Officer – SSEPA

Armstrong Appointments; Durban; On-site; ZAR 750 000 - 1 000 000; Full time

Job summary

A leading recruitment firm in Durban seeks an experienced Executive Assistant to support the CEO and Chief Information & Projects Officer. This role demands strong organizational skills, effective communication, and a proactive approach to problem-solving. The ideal candidate has 5-10 years of experience in a similar role, preferably within real estate or infrastructure, and is adept in Microsoft Office applications. This is an opportunity to contribute to a dynamic executive environment.

Qualifications

• Strong ability to manage a complex calendar and travel logistics.
• Proactive in problem-solving and contingency planning.
• Ability to maintain confidentiality and handle sensitive information.

Responsibilities

• Manage the calendar for the CEO and CIPO including travel planning.
• Facilitate communication between the CEO and other departments.
• Ensure smooth operation of meetings including minute taking.

Skills

Organizational skills

Interpersonal skills

Verbal communication

Written communication

Problem-solving

Confidentiality

Education

Five to 10 years of experience supporting C-Level Executives

Proficient in Microsoft Office

Tools

Microsoft Office

Adobe Acrobat

Job description

Executive Assistant (EA)/ PA to the CEO and Chief Information & Projects Officer

• Completes a broad variety of administrative tasks for the CEO and CPO including managing an active calendar of appointments and ensuring itineraries /agendas / documents for travel-related meetings have been compiled as per below:
• Comprehensive Itinerary Development:Create detailed, easy-to-read itineraries that include all flight details, hotel reservations, ground transportation specifics, meeting locations/agendas, and key contact information.

• Booking and Coordination:Efficiently research and book all travel logistics (flights, accommodations, car rentals, private cars, etc.), ensuring all arrangements align with the executive’s preferences and company travel policies.
• Document and Visa Management:Ensure all necessary travel documentation, such as passports and visas, is up-to-date and readily accessible. This includes preparing and organizing digital and physical copies of all documents.
• Budget Adherence and Expense Reporting:Monitor travel spending to remain within allocated budgets and manage the entire expense reporting process, including gathering and organizing receipts and submitting recon reports promptly to Finance
• Proactive Problem Solving & Contingency Planning:Anticipate potential travel disruptions (delays, cancellations, weather issues, etc.) and have contingency plans (e.g., alternative flights, backup transport) in place to address issues without executive input. Provide real-time support during the trip for any last-minute changes.
• Plans, coordinates and ensures the CEO and CIPO’s schedules are followed and respected. Provides “gatekeeper” and “gateway” role, creating win‑win situations for direct access to the CEO and CPO’s time and office

• Provides a bridge for smooth communication between the CEO’ and CIPO’s offices between senior management and internal departments, demonstrating leadership to maintain credibility in all interactions
• Works closely and effectively with the CEO and CPO to keep them well informed of upcoming commitments and responsibilities, following up on outstanding items as appropriate. Acts as a “barometer,” having a sense for the issues taking place in the business and what is a priority (example when requested to set up multiple meetings)
• Successfully completes critical aspects of deliverables with a hands‑on approach, including a degree of personal tasks for the CEO as may be required
• Prioritizes conflicting needs; handles matter expeditiously, proactively, often within deadline pressures
• Maintains discretion and confidentiality in relationships with all EXCO members acting with high degree of confidentiality in exposure to company sensitive information
• Supports the smooth running of all meetings as pertains to the CEO / CIPO, including advance distribution of materials before meetings in electronic/paper format and minute taking. Responsible for ensuring approved minutes are distributed thereafter.

Qualities

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Ability to work independently and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, investment committee members and senior executives, external partners and clients
• Expert level written and verbal communication skills
• Demonstrated proactive approaches to problem‑solving with strong decision‑making capability
• Emotional maturity
• Highly resourceful team‑player, with the ability to also be effective independently
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
• Demonstrated ability to achieve high performance goals and meet deadlines in a dynamic environment

Education and Experience Requirements

• Strong work tenure: five to 10 years of experience supporting C-Level Executives, preferably in a real estate or infrastructure company (would be an advantage)
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and other relevant tools

A Consultant will be in touch if you are shortlisted for the position. Please consider your application unsuccessful should you not have been contacted within 2 weeks. We will keep your CV on our database and contact you should you match the criteria of any other vacancies.