Manager: Office of the CEO

iX engineers (Pty) Ltd.; Pretoria; On-site; ZAR 420,000 - 700,000; Full time

Job summary

iX engineers (Pty) Ltd. seeks an Executive Assistant to the CEO to provide comprehensive secretarial support, manage the CEO’s calendar, and coordinate complex travel. You will prepare briefing packs, track directives, and enable high-level engagements with stakeholders.

You will also oversee dashboards and KPI tracking, contribute to quarterly/board reporting, and ensure alignment of CEO priorities across business units.

Qualifications

• Bachelor's degree in Business Administration or equivalent.
• Valid driver's license and own reliable vehicle.
• 5-7 years' experience in executive support, PMO, governance, or strategy reporting.
• Experience supporting EXCO/Board structures is essential.
• Exposure to enterprise strategy and performance reporting is advantageous.

Responsibilities

• Provide comprehensive administrative and secretarial support to the CEO, including correspondence, reports, presentations, and meeting minutes.
• Manage the CEO's diary, appointments, task lists, and priority matters.
• Serve as the first point of contact for internal and external stakeholders with timely follow-ups.
• Maintain executive contact records and provide meeting secretarial support for CEO-chaired meetings.
• Coordinate and confirm all travel arrangements for the CEO and monitor travel updates.

Skills

Dashboard creation

KPI tracking

Data validation

Governance

Executive coordination

Education

Bachelor's degree in Business Administration

Tools

Microsoft Excel

Microsoft PowerPoint

MS Office Suite

Job description

Roles & Responsibilities Summary

Executive & Secretarial Support

• Provide comprehensive administrative and secretarial support to the CEO, including preparation of correspondence, reports, presentations, and meeting minutes.
• Manage the CEO's diary, appointments, task lists, and priority matters.
• Serve as the first point of contact for internal and external stakeholders, ensuring professional communication and timely follow-ups.
• Maintain accurate and up-to-date executive contact records.
• Provide full secretarial support for all meetings chaired by the CEO.

Travel & Logistics Coordination

• Coordinate and confirm all travel arrangements for the CEO.
• Monitor travel updates, requirements, and changes.
• Communicate travel alerts and itinerary adjustments proactively.

CEO Agenda & Workflow Management

• Manage document control (electronic and hard copy) ensuring compliance with company standards.
• Consolidate and prepare weekly and monthly CEO briefing packs.
• Track CEO directives, commitments, and follow-up actions to ensure disciplined organisational execution.
• Support preparation for high-level engagements, including media, investor, stakeholder, and internal events.
• Ensure business unit submissions align with CEO expectations and strategic priorities.

Strategy, Reporting & Performance Monitoring

• Maintain dashboards and scorecards tracking KPIs, strategic initiatives, and performance progress.
• Collate and validate inputs for CEO, EXCO, and Board reporting.
• Coordinate content for Quarterly and Monthly Business Reviews (QBR/MBR).
• Identify risks, delays, and performance gaps, escalating issues as required.
• Conduct strategic and market research to support executive decision-making.

Cross-Functional Coordination

• Provide operational support on strategic and cross-functional initiatives.
• Monitor deliverables, dependencies, and risks across departments.
• Facilitate interdepartmental communication to ensure cohesive execution of CEO priorities.
• Escalate unresolved issues promptly to maintain momentum.

Stakeholder Engagement & Communication

• Act as a key liaison between the CEO, EXCO, senior leadership, Board Secretariat, regulators, and partners.
• Draft executive communications, briefing notes, summaries, and talking points.
• Represent the Office of the CEO professionally in coordination and information-sharing engagements.

Office Management & Team Support

• Oversee performance management and development of direct report(s).
• Provide mentoring, coaching, and leadership support.
• Ensure the Office of the CEO operates efficiently, professionally, and in alignment with organisational standards.

Education & Qualifications

• Bachelor's degree in Business Administration, Public Management, Strategy, or equivalent.
• Valid driver's license and own reliable vehicle.
• 5-7 years' relevant experience in executive support, PMO, governance, strategy reporting, or similar role.
• Experience supporting EXCO and/or Board structures (essential).
• Exposure to enterprise strategy and performance reporting (advantageous).

Technical Competencies

• Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint).
• Strong capability in dashboard creation, KPI tracking, and data validation.
• Document control and formatting in line with corporate standards.
• Ability to learn and adapt to new systems and reporting tools quickly.
• Strong governance and executive coordination capability.

Behavioural Competencies

• High integrity and professionalism.
• Results-driven and action-oriented.
• Calm under pressure and deadline-focused.
• Excellent interpersonal and relationship-building skills.
• Professional, confident, and credible presence.
• Flexible and adaptable with a "can-do" attitude.
• Strong leadership mindset with ability to mentor and support team members.
• Commitment to organisational values, HSE principles, and zero-harm culture.