Personal Assistant / Client Liaison to the CEO

This role is the right hand to the CEO. It combines personal assistant support (managing the CEO’s email traffic, follow-ups and administration) with client liaison (maintaining client and supplier relationships and keeping communication flowing). The goal is simple: nothing the CEO has committed to falls through the cracks, and every client and supplier feels heard and responded to.

• Provide comprehensive executive and administrative support to the CVO.

• Manage the CVO's diary, appointments, meetings, and travel arrangements

• Screen calls, emails, and correspondence, responding where appropriate.

• Prepare agendas, presentations, reports, and meeting documentation.

• Record meeting minutes and track follow-up actions.

• Coordinate internal and external meetings.

• Assist with project coordination and monitor key deadlines.

• Compile information to support strategic decision-making.

• Handle confidential and sensitive information with professionalism.

• Manage administrative documentation.

• Liaise with department managers.

• Support planning for company events, conferences, and strategic initiatives.  

Working conditions

• Standard office hours in line with the Basic Conditions of Employment Act (BCEA), which sets the legal rules for working hours, leave and overtime.

• Leave, sick leave and family responsibility leave as provided for in the Basic Conditions of Employment Act (BCEA).

• Occasional flexibility may be needed around shoot schedules and client deadlines, managed within the law and by agreement.

• Seasonal and daily flexibility for the candidate will be available wherever the workflow allows.

This job description sets out the main duties of the role and is not exhaustive. Reasonable additional duties may be assigned within the scope of a personal assistant and client liaison position.

This is one role with two halves. The personal assistant function (protecting the CEO’s time and follow-through) takes priority when the two conflict. Client liaison work is scheduled around it. The successful candidate will be comfortable switching between the two throughout the day.

Requirements:

• Grade 12 (Matric).

• Well-spoken and well written in English. Additional South African languages are encouraged and valued.

• Proficient in email management, Microsoft Word and Microsoft Excel. Microsoft PowerPoint proficiency is advisable.

• Working knowledge of Xero (cloud accounting software) is an added advantage. Training will be provided.

• Working knowledge of Zoho (business CRM software suite for customer relationship management and workflows) is an added advantage. Training will be provided.

• Working knowledge of ChronoDesk (help desk and customer support software) is an added advantage. Training will be provided.

• Previous experience in a personal assistant, administrative or client-facing role.

• A vibrant, engaged personality with genuine interest in learning the photographic and video production industry.

• A can-do attitude and the adaptability a small business environment demands, where those who lead the business will require support across many different needs.

• Discretion and confidentiality. This role has visibility of sensitive business, client and financial information.

Market Related (Depending on experience and qualifications)