Personal Assistant To Chief Executive Officers

Bluespec Holdings; Gauteng; On-site; ZAR 360,000 - 540,000; Full time

Job summary

Bluespec Holdings seeks a Personal Assistant to the CEO to provide high-level executive and administrative support. The role focuses on managing the CEO’s schedule, communications, and confidential information while facilitating strategic priorities and stakeholder engagement.

The PA will coordinate travel, assist with research and reporting, and act as a primary liaison between the CEO, boards, and partners. A professional demeanor and discretion are essential.

Responsibilities

• Provide comprehensive support to the CEO in managing their daily activities and optimise their time.
• Screen and manage incoming communications (emails, calls, correspondence) for the CEO.
• Maintain confidentiality and discretion in handling sensitive information.
• Coordinate and manage administrative duties to enable the CEO to focus on strategic priorities.
• Assist in coordinating projects, initiatives and follow-up on action items.
• Conduct research, prepare reports, and draft speeches, briefings or project proposals as required.
• Serve as primary contact for internal and external communications addressed to the CEO.
• Anticipate challenges and proactively find solutions to address CEO priorities.
• Represent the CEO professionally at events and with stakeholders, upholding company values.
• Build and maintain relationships with Board members, departments, partners and investors.
• Plan detailed travel itineraries and accompany the CEO on travel when requested.
• May supervise planning, prioritising, and organising time to meet deadlines.

Job description

KEY PURPOSE OF THIS POSITION

The Personal Assistant to the Chief Executive Officers plays a pivotal role in ensuring the seamless operation of the Office of the CEO. This position provides high-level executive, administrative, and strategic support, enabling the CEOs to focus on organisational leadership, strategic direction, and key business priorities.

Responsibilities:

• Provide comprehensive support and assistance to the Chief Executive Officers (CEO) in managing their daily activities, optimising their time, and enhancing their effectiveness as a leader.
• Serve as a gatekeeper for the CEO, screening and managing incoming communication such as emails, phone calls, and correspondence, and ensure that the CEO stays informed of important messages while filtering out less critical information.
• Maintain the confidentiality and integrity of sensitive information and discussions, exercising discretion and diplomacy in handling confidential matters.
• Play a crucial role in facilitating smooth operations within the Office of the CEO, managing diverse administrative duties, and enabling the CEO to focus on strategic priorities.
• Assist in coordinating and managing projects, initiatives, and special assignments led by the CEO, ensuring smooth execution and follow‑up on action items.
• Provide strategic support to the CEO by conducting research if required, preparing reports, drafting speeches, briefings or project proposals as requested.
• Serve as a primary point of contact for internal and external communications addressed to the CEO, screening and prioritising messages while maintaining clear channels of communication.
• Anticipate and address challenges and obstacles proactively, finding solutions and ensuring that the CEO's priorities are effectively addressed.
• Represent the CEO and the organisation professionally in interactions with stakeholders at professional events and functions, embodying the values and vision of the Company.
• Build and maintain positive relationships with internal and external stakeholders, serving as a liaison between the CEO and third parties e.g., Board members, various departments, partners, investors, and other key individuals or organisations.
• Plan and arrange detailed travel plans, itineraries and documentation for travel‑related meetings, and accompany the CEO when requested.
• May have supervisory accountabilities in planning, prioritising, and organising time and tasks to meet team deadlines.

CHALLENGES OF THIS POSITION

• Managing the CEO’s demanding schedule with numerous meetings, travel commitments, and deadlines.
• Understanding the CEO's strategic objectives to the extent that tasks and commitments can be effectively aligned and prioritised amidst competing demands.
• Maintaining confidentiality and discretion is crucial in this role to uphold trust and protect the company's interests.
• Effective communication to accurately convey messages and manage stakeholders' expectations.
• Liaison and communication coordination between the CEO and the Board, internal teams, external partners, investors, and board members.
• A requirement for sound judgment and a thorough understanding of the CEO's preferences and priorities.
• Supporting the CEO and coordinating with relevant stakeholders during times of crisis or high-pressure situations.
• To excel in this role, the Assistant to the CEO should continuously seek opportunities for professional development and skill enhancement.