Personal Assistant to CEO JHB

Pro Tem Recruitment; Johannesburg; On-site; ZAR 200,000 - 300,000; Full time

Job summary

A leading company in South Africa is seeking a Personal Assistant (PA) to the Group CEO. This role involves high-level administrative support, managing the CEO's schedule, drafting communications, and overseeing projects. The ideal candidate will have a bachelor's degree and at least 5 years of experience supporting C-suite executives, demonstrating exceptional organizational and communication skills.

Benefits

Competitive salary based on experience

Provident Fund

Qualifications

• Minimum of 5 years experience supporting C-suite executives.
• Exposure to financial reporting and strategic planning preferred.
• Additional training for specific tools like Smartsheet provided.

Responsibilities

• Manage CEO’s calendar and schedule meetings.
• Draft high-level correspondence and reports.
• Organize travel arrangements and logistics.

Skills

Organizational skills

Communication

Problem solving

Confidentiality

Proactive

Education

Bachelor’s degree in Business Administration

Project Management certification (PMP, PRINCE2)

Tools

Microsoft Office Suite

Project Management tools (Smartsheet)

Reporting tools (Power BI, Tableau)

Job description

Personal Assistant (PA) to the Group CEO

Business Unit

Geographic Location

Parktown, South Africa

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.

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.

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

High-level proficiency required

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

Multitasking & Prioritization

Must manage multiple demands across companies

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.

Provident Fund