Personal Assistant To Ceo Jhb

Pro Tem; Johannesburg; On-site; USD 30,000 - 50,000; Full time

Job summary

A leading company is seeking a highly organized and proactive Personal Assistant to support the Group CEO. The role involves managing administrative tasks, overseeing projects, and maintaining confidentiality while providing strategic and operational support across multiple entities. The ideal candidate will have at least 5 years of experience in similar roles, a degree in Business Administration, and exceptional communication skills.

Qualifications

• Minimum of 5 years experience as a Personal or Executive Assistant.
• Education in Business Administration or related field required.
• Ability to handle confidential information and communicate effectively.

Responsibilities

• Manage the CEO’s calendar and correspondence.
• Track Key Performance Indicators for group companies.
• Coordinate domestic and international travel logistics.

Skills

Organizational Skills

Communication Skills

Problem-Solving Skills

Discretion

Stakeholder Management

Emotional Intelligence

Multitasking

Negotiation Skills

Education

Bachelor’s degree in Business Administration

Project Management certification (PMP, PRINCE2)

Executive Assistant Training

Tools

Microsoft Office Suite

Smartsheet

Power BI

Tableau

Google Calendar

Job description

Personal Assistant (PA) to the Group CEO

Business Unit

Geographic Location

Name & Title of Direct Superior

Main Purpose of Job

The Personal Assistant (PA) to the Group CEO will provide high-level administrative, strategic, and operational support to the CEO, ensuring efficient management of their day-to-day responsibilities across multiple companies. The role requires exceptional organizational, communication, and problem-solving skills, with the ability to handle confidential information with discretion.

Key Performance Areas (Core, essential responsibilities – outputs of the position)

Key Responsibilities :

1. Executive Administrative Support

• Manage and optimize the CEO’s calendar, scheduling meetings across multiple companies.
• Screen and prioritize emails, calls, and correspondence on behalf of the CEO.
• Draft and proofread reports, presentations, and internal / external communications.
• Prepare meeting agendas, minutes, and action plans, ensuring follow-ups are completed.
• Act as a liaison between the CEO and internal / external stakeholders, including MDs, board members and clients.
• Organize board meetings, strategic offsites, and quarterly reviews.

2. Performance and Project Management Support

• Track and monitor Key Performance Indicators (KPIs) for all group companies.
• Oversee the progress of strategic projects, ensuring alignment with corporate objectives.
• Assist in financial tracking, including budgets, cash flow, and expense management.
• Manage cross-company initiatives, such as cost optimization, operational efficiency, and synergy projects.

3. Travel and Logistics Management

• Organize domestic and international travel arrangements, ensuring seamless logistics.
• Prepare detailed itineraries, including flight details, accommodations, and meeting schedules.
• Process and track travel expenses and reimbursements.

4. Communication and Confidentiality Management

• Handle confidential information related to business strategy, financials, and HR.
• Draft high-level correspondence for stakeholders, government entities, and partners.
• Maintain professional relationships with external stakeholders to support the CEO’s engagements.

5. Office and Resource Management

• Maintain digital and physical document management systems for easy reference.
• Implement and optimize productivity tools (e.g., project management software, communication platforms).
• Coordinate with HR, Finance, and Operations teams for administrative support.

Qualifications and Experience Required :

• Education :

Bachelor’s degree in Business Administration, Management, Communications, or a related field.

Additional certifications in Project Management (PMP, PRINCE2), Executive Assistant Training, or similar fields are preferred.

• Experience :

Minimum of 5 years experience as a Personal Assistant, Executive Assistant, or Chief of Staff supporting C-suite executives.

Experience in a multi-company or group-level environment is highly desirable.

Exposure to financial reporting, strategic planning, and project management is advantageous.

Key Skills and Competencies Required :

1. Technical and Professional Skills :

• Proficiency in Microsoft Office Suite (Excel, PowerPoint, Word, Outlook).
• Experience with calendar management tools (Google Calendar, Outlook).
• Familiarity with project management tools (Smartsheet).
• Knowledge of financial dashboards, reporting tools (Power BI, Tableau).
• Strong written and verbal communication skills.
• Familiarity with business operations, financials, and corporate strategy.

2. Soft Skills and Personality Traits :

• High level of discretion and ability to handle confidential information.
• Exceptional organizational and multitasking skills, with the ability to prioritize effectively.
• Proactive problem solver with a high level of initiative.
• Strong emotional intelligence (EQ) to build relationships with senior leaders.
• Ability to remain calm under pressure and meet deadlines in a fast-paced environment.
• Strong negotiation and stakeholder management skills.

Skills Assessment Checklist :

Skill / Competency

Bachelor’s Degree

Business, Management, or related field

5+ years as a PA / EA

Experience with C-suite executives

Discretion & Confidentiality

Must handle sensitive information

Calendar & Time Management

Email & Communication Skills

Ability to draft high-level correspondence

Project Management Experience

Smartsheet (but not a requirement, training will be provided)

Financial & Budget Tracking

Basic finance reporting skills

Technology Proficiency

Microsoft Office, Power BI, Google Suite

Stakeholder Engagement

Liaising with MDs, board members

Crisis Management & Adaptability

Ability to handle last-minute changes

Travel Planning Experience

Domestic & international travel logistics

General working conditions (e.g. shift work, drivers’ license, specific tools, special clothing, environmental requirements, etc.)

• Work outside of normal working hours
• Traveling from time to time

Salary and Benefits :

• Competitive salary based on experience and qualifications.