Executive Personal Assistant to GEO

Executive Personal Assistant

AluVision Group | Office of the Group Executive Officer

AluVision Group is looking for an exceptional Executive Personal Assistant (PA) to provide trusted, proactive support to our Group Executive Officer (GEO).

This is a high-trust role for an experienced executive assistant who is exceptionally organised, discreet, persistent and comfortable operating in a demanding environment where priorities move quickly and commitments must not be lost.

The role is about more than managing a diary. You will help ensure that the GEO is prepared, informed and focused, while decisions, commitments and actions are properly recorded, followed up and brought to verified closure.

About the role

You will work closely with the GEO, Directors, Business Managers and Head Office functions across the AluVision Group.

Your responsibilities will include:

• Managing the GEO's diary and forward schedule, protecting time for strategic and management priorities.
• Screening meeting requests and incoming matters and ensuring important issues reach the GEO promptly.
• Preparing concise daily and weekly executive briefs.
• Managing authorised correspondence, emails and communications.
• Preparing professional correspondence, presentations, agendas, minutes and management summaries.
• Coordinating management meetings, strategic sessions, business reviews and Board-related preparation.
• Preparing and circulating meeting packs and ensuring required information is complete and accurate.
• Recording decisions and actions clearly, with accountable owners and deadlines.
• Maintaining the GEO's action and decision register and ensuring commitments are actively followed through.
• Following up outstanding actions before deadlines and escalating stalled or overdue matters appropriately.
• Coordinating management reporting, Focus Area Feedback, Streamline actions and other approved reporting requirements.
• Supporting strategic priorities and 90-day plans by coordinating milestones, deliverables and dependencies.
• Coordinating approved local and international travel, including travel to Zambia.
• Maintaining an orderly, searchable executive filing system with appropriate version control and confidentiality.
• Supporting executive involvement in recruitment, appointments and performance reviews.
• Compiling research, comparisons and briefing notes when specifically required.
• Using approved ERP, CRM and Group tracking systems effectively, including ERPNext and Streamline.

The role requires you to follow matters through to outcome, rather than simply recording or reminding people about them.

What we are looking for

This position requires a particular combination of executive-support capability, judgement and personal discipline.

Essential requirements

• Matric or equivalent.
• At least five years' experience in personal assistance, executive assistance or comparable executive coordination work.
• Demonstrated experience supporting a senior executive in a demanding environment.
• Excellent written and spoken English.
• Strong Microsoft Word, Excel and PowerPoint skills.
• Strong calendar, email and shared-document management capability.
• Exceptional organisational and follow-through skills.
• High attention to detail and accuracy, including when working under pressure.
• Excellent judgement regarding what is important, what can wait and what requires escalation.
• The confidence to respectfully challenge Directors and senior managers when commitments or information are outstanding.
• Exceptional discretion and the ability to handle sensitive business, financial, personnel and Board information.
• A strong sense of personal ownership and accountability.
• The persistence to follow matters through until there is a genuine outcome—not simply an assurance that something is "done".
• The ability to understand management, operational and strategic discussions and identify the actions and implications arising from them.
• The ability to work within defined authority and escalate matters appropriately.

These requirements reflect the PPP's distinction between basic administrative competence and the higher level of judgement, accountability, persistence and discretion required for success in this position.

Advantageous

• Professional Afrikaans communication skills.
• A qualification in business administration, office management or executive assistance.
• Experience supporting more than one business or operating across a group structure.
• Exposure to aluminium, glass or fenestration.
• Experience in manufacturing, construction, projects or technical sales.
• Familiarity with ERPNext, CRM systems, Streamline or similar management tracking systems.
• Understanding of basic sales, margin, cost, cash-flow and operational terminology.

The person we are looking for

You are likely to thrive in this role if you:

• Naturally keep track of multiple moving parts without dropping commitments.
• Take ownership rather than shifting blame.
• Do what you say you will do—and raise problems before deadlines are missed.
• Remain composed and professional when under pressure.
• Are comfortable dealing with senior executives and managers.
• Are assertive without becoming abrasive.
• Have a strong internal drive to close loose ends.
• Care about accuracy and verified completion, not just keeping things organised.
• Can distinguish between an issue that requires executive attention and one that should remain with the responsible manager.
• Are discreet, trustworthy and mature in your handling of confidential information.
• Accept feedback constructively and adapt your approach when required.

The PPP identifies ownership, commitment to deadlines, honesty, structured organisation, persistence, appropriate assertiveness, conscientiousness and discretion as critical behavioural requirements for the position.

What success looks like

In this role, success is visible in the effectiveness of the GEO's office.

You will be expected to establish and maintain:

• A well-controlled executive diary and forward schedule.
• Reliable daily and weekly visibility of priorities and outstanding matters.
• Meeting packs and action records delivered within agreed deadlines.
• Clear action ownership, deadlines and status.
• Timely follow-up before commitments become overdue.
• Concise and accurate management information.
• Proper handling of confidential information.
• An executive filing and information system that is orderly and retrievable.
• Less time spent by the GEO and Directors on administration and chasing outstanding matters.

The PPP specifically measures follow-through discipline, meeting turnaround, escalation timeliness and the reduction in executive time spent administering and chasing actions.

Why this role matters

AluVision Group operates across multiple businesses and activities including sales, manufacturing, installations, technical products and bespoke projects.

The Executive PA plays an important role in helping the GEO remain focused on sales, profitability, cash discipline, effective management, quality and on-time delivery by ensuring that information, decisions and commitments remain under control.

This is an opportunity for an experienced Executive PA to become an important part of the Group's executive office and make a measurable contribution to how effectively the organisation operates.

If you are an experienced Executive PA who takes pride in anticipating needs, maintaining control, protecting confidentiality and getting things done, we would like to hear from you.

Should you not hear from us within the next 14 days, please consider your application unsuccessful.

Pay: R15 000,00 - R25 000,00 per month

Application Question(s):

• How many years of experience do you have providing direct PA/Executive Assistant support to a senior executive, CEO, MD or equivalent?
• Have yo