Executive Personal Assistant to CEO

Key Responsibilities

1. Diary & Executive Support

• Manage and protect the Director's business and personal diary.
• Schedule meetings, site visits, client appointments and other commitments.
• Ensure the Director is properly prepared for meetings with the necessary information and documents.
• Arrange business and personal travel where required.

2. Communication & Correspondence

• Monitor and manage important emails, calls and correspondence.
• Identify urgent matters and bring them to the Director's attention.
• Draft and prepare letters, emails, presentations, reports and other documents.
• Liaise professionally with clients, employees, suppliers and other stakeholders on behalf of the Director.

3. Meetings & Follow-Up

• Prepare agendas and supporting documents for important meetings.
• Take minutes or record key decisions and actions where required.
• Maintain an Action Register showing the responsible person, due date and status.
• Follow up with managers and employees on commitments made to the Director.
• Ensure outstanding matters are followed through until completed.

4. Reporting & Priority Management

The PA must ensure that the Director does not have to repeatedly ask for updates.

The PA will:

• Provide a short daily priority update covering urgent matters, meetings, outstanding decisions and deadlines.
• Maintain a list of matters awaiting the Director's approval or decision.
• Provide a weekly outstanding matters report showing open actions, responsible persons and due dates.
• Immediately escalate important client issues, project delays, payment matters, legal/contractual matters or other significant risks.
• Remind the Director of upcoming deadlines and commitments before they become urgent.

5. Administration & Document Control

• Maintain organised electronic and physical records.
• Ensure important contracts, correspondence, reports and approvals can be easily retrieved.
• Assist with company reports, presentations, tenders and other executive documentation.
• Maintain confidentiality of company, financial, HR and personal information.

6. Personal Assistance

• Assist with personal appointments, travel and reasonable errands where required.
• Coordinate private service providers, vehicle matters and other personal arrangements when requested.

Minimum Requirements

• 3–5 years' experience as an Executive PA, Personal Assistant or similar role.
• Strong Microsoft Outlook, Word, Excel and PowerPoint skills.
• Excellent written and verbal communication.
• Highly organised with strong attention to detail.
• Ability to work independently and follow matters through without constant supervision.
• Strong confidentiality and professional judgement.
• Valid driver's licence and reliable transport.

Key Performance Standards

Performance will be measured particularly on:

• Director kept informed of important matters.
• Action register maintained and updated.
• Important instructions followed through to completion.
• Urgent matters escalated promptly.
• Meeting actions and deadlines properly tracked.
• Weekly outstanding-matters report submitted.
• Diary and appointments properly managed.
• Documents and correspondence accurately prepared and filed.
• No important matter should be missed simply because the Director did not personally follow up.

Pay: R9 233,74 - R15 000,00 per month

Work Location: In person