Personal Assistant to CEO

InvisionHR; Bellville; Hybrid; ZAR 260,000 - 380,000; Full time

Job summary

InvisionHR in Bellville, Western Cape, seeks a proactive Personal Assistant/EA to support the CEO. You will manage emails, calendars, and priorities, coordinate meetings, and maintain documentation.

The role requires discretion, strong communication, and independent initiative to ensure nothing is missed and deadlines are met. The successful candidate will have at least five years in a similar role, be tech-savvy with MS Office, and hold a valid SA driver’s license.

Qualifications

• Minimum 5 years of experience as a Personal Assistant, Executive Assistant, or similar role.
• Proficient in Microsoft Office (Outlook, Word, Excel, Teams).
• Valid South African driver’s license.
• Fluent in English (Afrikaans advantageous).

Responsibilities

• Email & Communication Management: Manage, organise, and prioritise emails; draft, respond to, and follow up emails on the CEO’s behalf; act as central point of contact between CEO and stakeholders.
• Diary & Schedule Management: Manage CEO’s calendar; schedule meetings, appointments, and reminders; protect and optimise CEO’s time.
• Task & Priority Management: Maintain and track CEO task list and priorities; follow up with team members; monitor deadlines and ensure completion.
• Meeting Coordination & Administration: Prepare meeting agendas, attend meetings, take minutes, distribute notes, track actions, ensure follow-through.
• General Administration: Perform day-to-day administrative tasks; prepare reports and basic presentations; draft and format documents; maintain records.
• Document Control & Record Keeping: Maintain central filing systems; update documents; maintain version control.
• Authority & Execution Support: Execute tasks on behalf of CEO; communicate decisions; sign standard documents; drive execution across departments.
• Departmental Support (Procurement, Finance & HR): Provide admin and coordination support across these departments; backup as needed.
• Personal Support: Manage personal tasks and reminders; handle ad-hoc personal tasks to improve efficiency.

Skills

Discretion

Communication

Attention to detail

Interpersonal skills

Ownership

Proactive

Tools

MS Office

Outlook

Word

Excel

Teams

Job description

Summary: Createcapacity for the CEO by taking ownership of administrative, coordination, and follow-up responsibilities.Actas an extension ofthe CEO,understanding how he works, thinks, and communicates, andassistaccordingly.Serve as acentral coordination pointbetweenCEOand the business, ensuring alignment, execution, and that nothing is missed, delayed, or forgotten.

Reportsto: Business Owner /CEO

Location: Stikland, Cape Town

Schedule: Monday – Fridays, 08:00-16:30(In-officewith hybrid flexibility)

Responsibilities:

Email & Communication Management

• Manage, organise, and prioritiseemails
• Draft, respond to, and follow up oncertainemails onCEO’sbehalf
• Filter non-essential communication and escalatet priority matters
• Act asa central pointof contact betweenCEOand stakeholders

Diary & Schedule Management

• Manage andmaintainCEO’scalendar
• Schedule meetings, appointments, and reminders
• Protect and optimiseCEO’stime

Task & Priority Management

• Maintain and trackCEOtask list and priorities
• Follow up with team members to ensure execution
• Monitor deadlines and ensure completion of tasks
• Ensure nothing falls through the cracks

Meeting Coordination & Administration

• Prepare meeting agendas and supporting documentation
• Attend meetings whererequiredand take minutes
• Distribute notes and track action items
• Ensure follow-through on decisions made

General Administration

• Perform day-to-day administrative tasks
• Prepare reports, summaries, and basic presentations
• Assistwith drafting and formatting documents (SOPs, policies, reports)
• Maintainaccurateand organised records

Document Control & Record Keeping

• Maintain central filing systems (Microsoft Teams/Drive)
• Ensure documents are updated,accurate, and correctly stored
• Maintain version control of policies, SOPs, and key documents

Authority & Execution Support

• Execute tasks and instructions on behalf ofCEO
• Communicate decisions and instructions to relevant team members
• Sign standard documents onCEO’sbehalf where formally authorised
• Drive execution across departments whererequired

Departmental Support (Procurement, Finance & HR)

• Provide general administrative and coordination support across Procurement, Finance, and HR
• Assistwith day-to-day tasks, follow-ups, and communication within these departments
• Support processes and ensure tasks are completed and aligned
• Provide backup support whererequired

Personal Support

• Manage personal administrative tasks (appointments, reminders, bookings)
• Handle ad-hoc personal tasks to improve overall efficiency

Competencies:

• Professional and personally mature
• High levelof discretion and confidentiality
• Strong interpersonaland communicationskills
• Excellent attention to detail and accuracy
• Proactiveand action-orientated
• Self-driven, independent workerand reliable
• Strong senseof ownership and accountability
• Strong planningand organisational skills

Minimumrequirements:

• Minimum5years ofexperience as a Personal Assistant, Executive Assistant, or similar role
• Tech savvy and proficient in Microsoft Office (Outlook, Word, Excel, Teams)
• Valid South African driver’s license
• Fluent in English(Afrikaansadvantageous)

Our ideal candidate will:

1. Act proactively —not wait for instructions
2. Anticipate needs and act ahead of time
3. Maintain high attention to detail and follow-through
4. Ensure nothing is missed, delayed, or forgotten
5. Take ownership of outcomes, not just tasks
6. Operate with urgency, structure, and reliability

A successful PAwill:

1. Create significant increase in available time and focus on high-value activitiesfor the CEO
2. Reduce administrative and operational load on the CEO
3. Improve organisation, structure, and coordination across the business
4. Ensure strong execution and follow-through on priorities