Executive Personal Assistant

Changing Lanes Consultancy; Somerset West; On-site; ZAR 450 000 - 650 000; Full time

Job summary

A multinational aerospace company in Somerset West seeks an experienced Executive Assistant to support the CEO and Executive Committee. The ideal candidate will manage multiple tasks with attention to detail, coordinate strategic initiatives, and ensure effective communication across stakeholders. Candidates must have a relevant degree and 5-7 years of experience supporting C-suite executives. Proficiency in Microsoft Office and familiarity with collaboration tools are essential for success in this dynamic role.

Qualifications

• Minimum 5–7 years’ experience in a senior Executive Assistant or Chief of Staff-type role.
• Proven experience supporting C-suite executives in a fast-paced environment.

Responsibilities

• Assist the CEO and executive team in coordinating strategic initiatives.
• Prepare briefing documents, project trackers, and presentation decks.
• Manage complex and dynamic calendars, scheduling meetings across time zones.
• Coordinate travel arrangements for the CEO and EXCO.
• Track and follow up on action items from executive meetings.

Skills

Excellent written and verbal communication skills

Strong research, editing, and document preparation abilities

Proficient in Microsoft Office Suite

Familiar with collaboration tools

Ability to manage multiple deadlines

Education

Bachelor’s degree in business administration or related field

Tools

Microsoft Office Suite

Teams

Slack

Asana

Trello

SharePoint

Job description

Do you have experience supporting a CEO or Executive Committee?

Can you manage multiple tasks accurately and with strong attention to detail?

Have you supported senior leaders in a fast-paced environment, managing workflows and communication?

Our client, a trusted multinational spacecraft components and sub-systems manufacturer headquartered in South Africa, is looking for an experienced Executive Assistant to provide strategic, operational, and administrative support to the CEO and Executive Committee (EXCO).

This role reports directly into the CEO.

Location: Somerset West, Western Cape

ESSENTIAL: Bachelor’s degree in business administration, Communication, Office Management, or a related field.

ESSENTIAL: Minimum 5–7 years’ experience in a senior Executive Assistant or Chief of Staff-type role.

ESSENTIAL: Proven experience supporting C‑suite executives in a fast-paced, dynamic, and complex environment.

ESSENTIAL: Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).

ESSENTIAL: Familiar with collaboration tools (e.g. Teams, Slack, Asana, Trello, SharePoint).

ADVANTAGEOUS: A relevant Executive Assistant or Project Management qualification.

ADVANTAGEOUS: Experience working in a multinational or high‑growth technology, manufacturing, or professional services firm.

Key Duties & Responsibilities:

• Assist the CEO and executive team in executing strategic initiatives through coordination, tracking and reporting.
• Prepare briefing documents, project trackers, and presentation decks for board meetings, client engagements and strategic reviews.
• Coordinate CEO and EXCO participation in conferences, trade shows and technical symposia.
• Support preparation of CEO reports, talking points, and messaging for internal and external communications.
• Coordinate special projects on behalf of the CEO and EXCO, ensuring alignment with strategic goals and deadlines.
• Support international and cross‑entity communication and alignment.
• Manage complex and dynamic calendars, scheduling meetings across time zones, ensuring optimal use of the executive’s time.
• Coordinate travel arrangements, including visas, itineraries, and logistics for international and domestic trips.
• Organize and maintain confidential records, files and correspondence.
• Support preparation of agendas, minutes, and follow-ups for leadership meetings, EXCO meetings and operational reviews.
• Process expense reports, approvals, and reimbursements in a timely manner.
• Screen and prioritize incoming communications, requests, and documents for executive attention.
• Act as a central liaison between the executive team and internal/external stakeholders.
• Facilitate communication between the company and subsidiaries.
• Assist in coordinating leadership off‑sites, strategic workshops, and special events.
• Support internal communication flows between departments and the executive team.
• Track and follow up on action items from executive meetings, ensuring accountability and resolution.
• Handle sensitive information with the highest degree of integrity and discretion.
• Ensure compliance with company governance standards, document retention policies, and regulatory requirements in executive correspondence and documentation.
• Monitor deadlines for board submissions, audit responses, and compliance deliverables.
• Identify and implement improvements in administrative processes and workflows.
• Leverage digital tools for scheduling, communication, and document management to enhance efficiency.

Key Requirements:

• Excellent written and verbal communication skills.
• Strong research, editing, and document preparation abilities.
• Demonstrate tact, confidentiality, and ethical judgment at all times.
• Navigate complex organizational structures and relationships effectively.
• Accuracy and attention to detail in all tasks and documentation.
• Remain calm and effective under pressure and in shifting priorities.
• Proactively identify and address issues before they escalations.
• Take ownership, anticipate needs, and act with minimal direction.
• Build trust and rapport across senior stakeholders.
• Manage multiple deadlines and competing priorities with efficiency.