Personal Assistant to CEO JHB

Pro Tem; Johannesburg; On-site; ZAR 300,000 - 700,000; Full time

Job summary

An established industry player is seeking a dedicated Personal Assistant to support their Group CEO. In this pivotal role, you will provide high-level administrative, strategic, and operational support, ensuring the CEO's day-to-day responsibilities are managed effectively across multiple companies. Your exceptional organizational and communication skills will be essential as you handle confidential information, manage calendars, and liaise with key stakeholders. This is a fantastic opportunity to contribute to a dynamic environment where your skills will be valued and your career can flourish. If you thrive in fast-paced settings and are ready to take on new challenges, this role is perfect for you.

Qualifications

• 5+ years experience as a Personal Assistant supporting C-suite executives.
• Bachelor's degree in Business Administration or related field required.

Responsibilities

• Provide high-level administrative support to the CEO across multiple companies.
• Manage the CEO's calendar, emails, and correspondence efficiently.
• Organize travel arrangements and maintain confidentiality.

Skills

Organizational Skills

Communication Skills

Problem-Solving Skills

Discretion

Multitasking

Negotiation Skills

Education

Bachelor's degree in Business Administration

Project Management Certification (PMP, PRINCE2)

Tools

Microsoft Office Suite

Google Calendar

Smartsheet

Power BI

Tableau

Job description

Personal Assistant (PA) to the Group CEO

Business Unit: CEO

Geographic Location: Parktown, South Africa

Name & Title of Direct Superior: CEO

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.

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.

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.

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.

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.

Minimum Requirements

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.

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.

General Working Conditions:

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

Salary and Benefits:

Competitive salary based on experience and qualifications.