Executive Personal Assistant

SA Van Conversions (Pty) Ltd; Durban; On-site; ZAR 200,000 - 300,000; Full time

Job summary

A leading company in the automotive industry seeks a skilled Personal Assistant to the CEO in Durban. The role provides executive and operational support, manages the CEO's schedule, and coordinates business and marketing functions. This position requires strong organizational and communication skills alongside a proactive and discreet approach. Suitable candidates will have a diploma or degree in a relevant field along with several years of experience supporting senior executives.

Qualifications

• 3–5 years of experience as a PA or Executive Assistant at senior management level.
• Experience supporting C-Suite or Executive Leadership.
• Exposure to a fast-paced environment is an advantage.

Responsibilities

• Manage and coordinate the CEO’s complex diary and meetings.
• Prepare and format reports and presentations.
• Organize meetings, events, and travel arrangements.

Skills

Organizational skills

Communication

Interpersonal skills

Discretion

Proactive mindset

Attention to detail

Tech-savvy

Education

Diploma or Degree in Business Administration, Executive Support, Communications

Project Management or Marketing qualification

Tools

MS Office

Google Drive

Teams

Zoom

Job description

Department: Executive Office

Reporting To: Chief Executive Officer (CEO)

Location: Durban Head Office (with flexibility for occasional travel across sites)

Role Overview

The Personal Assistant (PA) to the CEO at SA Van Conversions is a highly professional and trusted role that provides executive, administrative, and operational support to the CEO and Executive Team. The PA plays a pivotal part in ensuring the CEO’s time is effectively managed, objectives are tracked and followed up, and key engagements—internal and external—are executed with excellence.

This role is not limited to administrative duties but extends to proactive coordination of business functions, oversight of high-level priorities, preparation of presentations and reports, and liaison with internal departments. The PA will also support marketing efforts and event planning and act as a strategic right-hand to the CEO in ensuring alignment, feedback loops, and structured follow-through on key initiatives.

Key Responsibilities

Executive & Administrative Support

Manage and coordinate the CEO’s complex diary, scheduling meetings, appointments, and business functions.

Act as the first point of contact for all communications directed to the CEO, professionally screening and managing responses.

Prepare and format reports, agendas, presentations, and correspondence on behalf of the CEO.

Assist with drafting memos, letters, briefings, and internal communications as needed.

Attend selected meetings, take minutes, track action items, and ensure follow-up with relevant stakeholders.

Operational Support & Feedback Tracking

Ensure structured and timely follow-up on the CEO’s tasks, delegated actions, and strategic priorities.

Maintain systems to track deliverables, KPIs, and department check-ins aligned with CEO focus areas.

Coordinate internal reviews, team feedback loops, and preparation for ExCom and Board meetings.

Meetings, Events & Travel

Organize and facilitate meetings, workshops, and site visits, ensuring logistics and materials are prepared.

Plan and coordinate events (e.g., board sessions, launches, company townhalls, ISO audit sessions).

Make local and international travel arrangements including flights, accommodation, visas, and itineraries.

Marketing & Communication Coordination

Support the Marketing team and CEO in preparing public-facing communication, presentations, and events.

Assist with brand messaging coordination, review of internal/external documents, and LinkedIn post drafting.

Collaborate with departments to ensure aligned communications around company values, campaigns, and events.

General Administration & Office Management

Maintain digital and physical filing systems, contact lists, and task trackers.

Process expense claims and maintain records of CEO-related budgets and cost tracking.

Liaise with departments on administrative matters, ensuring efficient executive office operations.

Minimum Requirements

Qualifications:

Diploma or Degree in Business Administration, Executive Support, Communications, or related field.

Project Management or Marketing qualification is advantageous.

Experience:

3–5 years’ proven experience as a PA or Executive Assistant at senior management level.

Experience supporting C-Suite or Executive Leadership roles.

Exposure to a fast-paced, manufacturing, automotive, or corporate environment is an advantage.

Essential Skills and Competencies

Outstanding organizational skills with the ability to multitask, prioritize and deliver high-quality outcomes.

Excellent verbal and written communication skills with professionalism in tone and etiquette.

Strong interpersonal skills, with the ability to interact confidently with internal and external stakeholders.

Discretion and confidentiality in handling sensitive company and personnel information.

Proactive mindset, with the ability to anticipate needs and take initiative.

Attention to detail, particularly in meeting preparation, document accuracy, and task tracking.

Tech-savvy, with proficiency in MS Office (Word, Excel, PowerPoint, Outlook), cloud collaboration tools (e.g., Google Drive, Teams, Zoom), and marketing/communications platforms.