Personal Assistant to CEO

SUMMARY:
Our client in Ottery, Cape Town is seeking a highly skilled Personal Assistant to support their CEO. The ideal candidate will have a minimum of 5 years' experience as an assistant at the Director level, preferably within a medium-sized manufacturing environment. A Grade 12 qualification is essential, with a tertiary qualification being a minimum requirement and a postgraduate degree preferred. The role demands strong administrative and organizational skills, proficiency in Microsoft Office Suite, and a solid understanding of office practices and imports processing. Excellent verbal and written communication skills in both English and Afrikaans are required, along with well-developed leadership abilities. The ability to act decisively and urgently in a fast-paced environment is essential.

POSITION INFO:
A recent professional profile photo is to accompany your application
EMPLOYMENT TYPE    :           Permanent
SECTOR                          :           Administration
BASIC SALARY              :           R60 000.00 - R70 000.00 + Benefits
START DATE                  :           A.S.A.P / Immediate

REQUIREMENTS:

• Grade 12
• Minimum tertiary qualification (Postgraduate degree preferred)
• At least 5 years of related experience, preferably within a medium-sized manufacturing entity
• Minimum 5 years’ experience as an assistant at Director level
• Strong knowledge of Microsoft Office Suite
• Solid understanding of office practices
• Experience in imports processing
• Strong administration and organizational skills
• Well-developed leadership and junior management abilities
• Excellent verbal and written communication skills in both English & Afrikaans
• Ability to act decisively and urgently when required

• Scheduling: Manage the CEO’s, executives, and board calendar, coordinate meetings, and ensure timely notifications.
• Correspondence: Handle email, mail, and phone communications on behalf of the CEO and executive team.
• Documentation: Prepare, edit, and distribute documents, reports, and presentations. In this capacity, it needs to be professional with expertise in ISO document control principles.
• Data Management: Maintain accurate records, databases, and spreadsheets- aligned to SHERQ structures, board structures, and compliance principles. The skill here is a benchmark setting for the company and it needs to be firmly owned.

• Travel Arrangements: Book flights, hotels, and rental cars, as well as prepare travel itineraries. - This will be a company-wide responsibility, cost-controlled, and approached with insight including negotiated arrangements with service providers.
• Expense Management: Process expense reports, reimbursements, and credit card statements for the executives, ad hoc exco projects, and team.
• Office Management: Oversee office operations, including supplies, maintenance, and renovations. - will take overall responsibility for the admin block, any secretarial functions linked to this location, exco, board, and SHERQ.
• Event Planning: Coordinate events, meetings, and conferences, including logistics and catering- she will lead the “spirit" committee for an inclusive and engaged head-office team.

• Research: Conduct research and provide data-driven insights to support CEO decision-making. - This requires experience in analytics, using Chat GPT, understanding good information, and a keen curiosity. Additionally, it requires common sense and a pragmatic mindset.
• Project Management: Assist with special projects, such as strategic planning, change management, or process improvement.
• Stakeholder Engagement: Facilitate communication between the CEO and stakeholders, including board members, investors, and customers, inclusive of minute-taking in S&E committee meetings, exco, and ad hoc company strategic meetings.
• Reputation Management: Monitor and maintain the CEO's, board member, and executive online presence and reputation. This includes reviewing the Fraud line event focus, SHERQ critical triggers, and Website(s) comments.

• Maintain Confidentiality: Handle sensitive and confidential information with discretion. - This is a critical attribute.
• Protect the CEO's Time: Screen calls, emails, and visitors to ensure the CEO's time is used efficiently - experience, trust, insight, and leadership are required.

• Special Tasks: Perform other tasks as assigned by the CEO, such as preparing presentations or analyzing data.
• Team Collaboration: Work closely with other executives, departments, and teams to ensure alignment and effective communication.
• Continuous Learning: Stay up to date with industry trends, best practices, and new technologies to support the CEO's needs.

• Realistic assessment of own strengths and development areas and undertake actions to address weaknesses.

• Monday to Thursday: 08:00 – 17:00
• Friday: 08:00 – 15:45