Executive Assistant to the CEO

SUMMARY:
EXECUTIVE PERSONAL ASSISTANT

CAN YOU KEEP UP WHEN EVERYTHING IS URGENT?

We are looking for an exceptional Executive PA who thrives where others feel overwhelmed.
You’ll support a highly driven, demanding CEO who moves fast, expects excellence and doesn’t have time to micromanage.
We need someone who can:

• Think on her feet,
• Read the room, anticipate the next move and make things happen.
• Calm under pressure.
• Sharp, resourceful, confident, and always two steps ahead.

• 3 - 5 years’ experience supporting a CEO / C-Suite Executive.
• Fluent in English and Afrikaans (not negotiable as a lot of correspondence with clients will be in Afrikaans). 
• Proven experience managing a complex, fast-changing executive diary.
• Exceptional initiative, judgement and problem-solving ability.
• Highly organised with outstanding attention to detail.
• Confident dealing with senior executives and stakeholders.
• Absolute discretion and confidentiality.
• Strong Microsoft Office skills.
• Able to work independently and perform under pressure.
• Flexibility for occasional after-hours work and travel.

POSITION INFO:
Experience and Qualification:

• Bachelor’s degree in Business Administration, Communications, or a related field preferred.
• Minimum of 5 years of experience in a similar role supporting C-level executives, preferably in a multi-company environment.
• Experience in managing complex schedules and multitasking in a fast-paced environment.
• Fully bilingual in both AFRIKAANS and English - most of our clients are Afrikaans and written and verbal communication must be on Afrikaans home level.
• Excellent organisational and time-management skills.
• Strong written and verbal communication abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• High level of discretion and confidentiality.
• Ability to work independently and make sound decisions under pressure.
• Strong interpersonal skills and a professional demeanor.

• Executive Support:
  
  • Manage and maintain the CEO’s calendar, including scheduling meetings, appointments, and travel arrangements.
  • Prioritize and manage multiple tasks, ensuring that deadlines are met and important matters are addressed promptly.
  • Prepare meeting agendas, take minutes, and follow up on action items as required.
  • Preperation for monthly EXCO meetings.
  • Coordinate and prepare necessary documents and materials for meetings and presentations.
• Communication Management:
  
  • Serve as the primary point of contact between the CEO and internal/external stakeholders.
  • Screen and manage incoming correspondence, emails, and phone calls, prioritizing and responding as appropriate.
  • Draft, proofread, and edit communications on behalf of the CEO.
• Project Coordination:
  
  • Assist the CEO with various projects, including research, data collection, and report preparation.
  • Track progress on key initiatives and ensure the CEO is updated regularly on project status.
  • Liaise with department heads and other senior executives to ensure alignment with the CEO’s directives.
• Administrative Duties:
  
  • Organize and maintain confidential files and records.
  • Handle expense reports, budgeting, and invoicing related to the CEO’s office.
  • Coordinate logistics for company events, meetings, and conferences as needed.
• Relationship Management:
  
  • Build and maintain strong relationships with key stakeholders, both within the organization and externally.
  • Facilitate smooth communication between the CEO and other executives, clients, and partners.
  • Ensure that the CEO is well-prepared and informed for all engagements.