Personal Assistant to the Chief Executive Officer

Job title : Personal Assistant to the Chief Executive Officer

Job Location : Gauteng, Centurion

Deadline : April 24, 2025

Key Performance Areas :

Administrative Support to the CEO

• Manages the Executive’s diary and schedules meetings in line with the CEO’s availability.
• Manage the office in the absence of the Executive.
• Deal with stakeholder queries and complaints and where applicable, re-assign them to the relevant division.
• Provide proper and timeous customer and stakeholder feedback.
• Coordinate performance management for the CEO's direct reports.
• Coordinate the CEO's Performance Assessment by compiling POE in consultation with internal stakeholders.

Meeting Coordination and Hosting Secretarial Support to Executive and Management Committees

• Schedule monthly, quarterly and ad-hoc Executive and Management committee meetings.
• Draft meeting agendas and ensures the timeous distribution of meeting packs.
• Preparing reports, minutes, presentations, Board packs and correspondence accurately and swiftly.
• Accurate minute-taking and timeous distribution of the minutes and matters arising from meetings.
• Keeps record of resolutions and follows up on action items from meetings to ensure completion within stipulated deadlines.
• Organising the requisite refreshments / catering for meetings, where necessary.

Office Support

• Managing the CEO’s inbox, screening all correspondence and actioning them where appropriate and relevant. Ensures that the CEO actions the items that need his attention timeously and providing reminders.
• Co-ordinate all correspondence to be submitted to and from the office of the CEO.
• Answering and screening telephone calls and where applicable, forwarding these to the relevant employees for actioning.
• Accurate record keeping and filing of all documents.
• Ensuring that classified and confidential documents are kept safely.
• Typing and quality control of official correspondence, including letters, memorandums, PowerPoint presentations and general correspondence for internal and external purposes.
• Coordinates logistical arrangements for the Executive in line with procurement processes.
• Develops a database of contacts and updates it regularly to ensure current information.
• Management of payments from the office including creation of requisitions and budgeting.
• Professional reception of the executive’s visitors and all ancillary arrangements.
• Ad hoc duties and assignments as required by the Chief Executive Officer.

Travel Arrangements

• Manage the CEO’s (or any other team members) international and domestic travelling arrangements, including – passport application, flights, accommodation, car hire / shuttle services, itinerary and where applicable visa applications, and so forth.
• Assist with the processing and submission of travel claims upon the Executive’s return.
• Administer subsistence and travelling claims for the CEO.

Stakeholder Management

• Act as the point of contact among executives, employees, clients, and other external partners.
• Coordinate the function’s compliance and annual submissions e.g., Declarations of Interest, requests from auditors, performance agreements and assessments, APP reports, and so forth.

Minimum Requirements and Attributes :

• A relevant Administration or Secretarial qualification.
• At least 5 years of relevant experience in an executive support role.
• Understanding of corporate governance.
• Knowledge and experience related to Board submissions.