Personal Assistant to CEO

SUMMARY:
Well known global organisation is looking for an experience PA for the CEO.  The Personal Assistant (PA) is responsible for providing high-level executive, administrative, operational and coordination support to the Divisional CEO.  This position is based in JHB North.

POSITION INFO:
The role ensures the smooth functioning of the Executive Office through effective diary management, communication, reporting, meeting coordination, and confidential administration. In addition, the PA supports divisional strategic initiatives, marketing coordination, PPE administration, employee engagement activities, divisional functions, budget presentations, and general business support activities aligned with company objectives and the Performance Management Framework (PMF).

The incumbent acts as a key liaison between executives, departments, customers, suppliers, and employees while maintaining professionalism, confidentiality and service excellence at all times.

Detailed Key Responsibilities

Executive & Administrative Support
Provide comprehensive secretarial and administrative support to the Divisional CEO
Manage executive calendars, meetings, appointments, and travel arrangements.
Prepare presentations, reports, agendas, correspondence, and confidential documentation.
Screen calls, emails, and visitors and prioritize matters requiring executive attention.

Meeting Coordination & Reporting
Coordinate EXCO, management, project, and operational meetings.
Compile and distribute meeting packs, agendas, and supporting documentation.
Record and distribute accurate meeting minutes within agreed timelines.
Follow up and track action items arising from meetings.
Compile, proofread, and consolidate monthly executive and divisional reports.
Coordinate monthly reporting deadlines and ensure accurate submission of reports and departmental inputs.

Strategic Initiatives & Project Coordination
Assist executives in coordinating divisional strategic initiatives and special projects.
Track project timelines, action plans, and progress reporting.
Support implementation of departmental and divisional improvement initiatives.
Assist with PMF coordination, KPI tracking, and reporting requirements.
Maintain organized records of strategic plans, project reports, and executive documentation.

Marketing, Communication & Presentation Support
Coordinate divisional marketing activities, branding requirements, and internal communications.
Assist with company presentations, promotional material, newsletters, and corporate events.
Maintain and update company profiles, templates, and presentation material.
Assist executives with budget preparation, consolidation, and presentation administration.
Prepare professional PowerPoint presentations, graphs, financial summaries, and supporting schedules for management and strategic meetings.
Coordinate external communication and ensure professional company image standards are maintained.

PPE, Office Administration & General Support
Coordinate PPE ordering, issuing, tracking, and recordkeeping for staff and visitors.
Maintain office stationery, consumables, and general administrative stock levels.
Liaise with suppliers and service providers regarding office and operational requirements.
Support compliance with safety and PPE requirements within office and operational areas.
Maintain filing systems, divisional records, and confidential documentation.

Divisional Functions, Employee Engagement & Event Coordination
Coordinate divisional functions, workshops, conferences, staff events, and executive visits.
Manage event logistics, catering, venue bookings, communication, and attendance registers.
Coordinate employee recognition initiatives including flowers, gifts, birthdays, sympathy arrangements, and long-service acknowledgements.
Support employee wellness, engagement, and culture-building initiatives across the division.
Assist with internal communication relating to employee announcements and events.

Communication, Confidentiality & Stakeholder Management
Serve as a professional liaison between executives and stakeholders.
Handle sensitive and confidential information with discretion and integrity.
Ensure professional communication and excellent customer service standards.
Build effective working relationships across departments and external stakeholders.
Represent the Executive Office professionally in all interactions.

Core competencies
Organizational & Planning Skills
Professional Communication Skills
Confidentiality & Integrity
Attention to Detail
Time Management & Prioritization
Interpersonal & Relationship Management Skills
Problem-Solving & Initiative
Event & Coordination Skills
Administrative Excellence
Presentation & Reporting Skills
Technical Proficiency (MS Office, Excel, PowerPoint, Outlook)
Adaptability & Multitasking Ability

Qualifications and Experience
Grade 12 (Matric) essential.
Diploma or Certificate in Office Administration, Secretarial Studies, or Business Administration advantageous.
Minimum 5–7 years’ experience supporting senior executives within a corporate, engineering, or industrial environment.
Strong experience in executive administration, reporting, event coordination, presentation preparation, and stakeholder management.
Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Excellent verbal and written communication skills