Job Description

Job ProfileJob HolderJob TitlePersonal Assistant (PA) to the Group CEOBusiness UnitCEOGeographic LocationParktown, South AfricaName & Title of Direct SuperiorCEONumber of Immediate Subordinates/ Direct ReportsN/AMain Purpose of JobThe Personal Assistant (PA) to the Group CEO will provide high-level administrative, strategic, and operational support to the CEO, ensuring efficient management of their day-to-day responsibilities across multiple companies. The role requires exceptional organizational, communication, and problem-solving skills, with the ability to handle confidential information with discretion.Key Performance Areas (Core, essential responsibilities outputs of the position)Key Responsibilities:1. Executive Administrative Support

• Manage and optimize the CEOs calendar, scheduling meetings across multiple companies.
• Screen and prioritize emails, calls, and correspondence on behalf of the CEO.
• Draft and proofread reports, presentations, and internal/external communications.
• Prepare meeting agendas, minutes, and action plans, ensuring follow-ups are completed.
• Act as a liaison between the CEO and internal/external stakeholders, including MDs, board members and clients.
• Organize board meetings, strategic offsites, and quarterly reviews.

2. Performance and Project Management Support

• Track and monitor Key Performance Indicators (KPIs) for all group companies.
• Oversee the progress of strategic projects, ensuring alignment with corporate objectives.
• Assist in financial tracking, including budgets, cash flow, and expense management.
• Manage cross-company initiatives, such as cost optimization, operational efficiency, and synergy projects.

3. Travel and Logistics Management

• Organize domestic and international travel arrangements, ensuring seamless logistics.
• Prepare detailed itineraries, including flight details, accommodations, and meeting schedules.
• Process and track travel expenses and reimbursements.

4. Communication and Confidentiality Management

• Handle confidential information related to business strategy, financials, and HR.
• Draft high-level correspondence for stakeholders, government entities, and partners.
• Maintain professional relationships with external stakeholders to support the CEOs engagements.

5. Office and Resource Management

• Maintain digital and physical document management systems for easy reference.
• Implement and optimize productivity tools (e.g., project management software, communication platforms).
• Coordinate with HR, Finance, and Operations teams for administrative support.

Minimum RequirementsQualifications and Experience Required:

• Education:

• Bachelors degree in Business Administration, Management, Communications, or a related field.
• Additional certifications in Project Management (PMP, PRINCE2), Executive Assistant Training, or similar fields are preferred.
• Experience:

• Minimum of 5 years experience as a Personal Assistant, Executive Assistant, or Chief of Staff supporting C-suite executives.
• Experience in a multi-company or group-level environment is highly desirable.
• Exposure to financial reporting, strategic planning, and project management is advantageous.

Key Skills and Competencies Required:1. Technical and Professional Skills:

• Proficiency in Microsoft Office Suite (Excel, PowerPoint, Word, Outlook).
• Experience with calendar management tools (Google Calendar, Outlook).
• Familiarity with project management tools (Smartsheet).
• Knowledge of financial dashboards, reporting tools (Power BI, Tableau).
• Strong written and verbal communication skills.
• Familiarity with business operations, financials, and corporate strategy.

2. Soft Skills and Personality Traits:

• High level of discretion and ability to handle confidential information.
• Exceptional organizational and multitasking skills, with the ability to prioritize effectively.
• Proactive problem solver with a high level of initiative.
• Strong emotional intelligence (EQ) to build relationships with senior leaders.
• Ability to remain calm under pressure and meet deadlines in a fast-paced environment.
• Strong negotiation and stakeholder management skills.

Skills Assessment Checklist:Skill/CompetencyEssential ()Preferred ()NotesBachelors DegreeBusiness, Management, or related field5+ years as a PA/EAExperience with C-suite executivesDiscretion & ConfidentialityMust handle sensitive informationCalendar & Time ManagementHigh-level proficiency requiredEmail & Communication SkillsAbility to draft high-level correspondenceProject Management ExperienceSmartsheet (but not a requirement, training will be provided)Financial & Budget TrackingBasic finance reporting skillsTechnology ProficiencyMicrosoft Office, Power BI, Google SuiteStakeholder EngagementLiaising with MDs, board membersCrisis Management & AdaptabilityAbility to handle last-minute changesTravel Planning ExperienceDomestic & international travel logisticsMultitasking & PrioritizationMust manage multiple demands across companiesGeneral working conditions (e.g. shift work, drivers license, specific tools, special clothing, environmental requirements, etc.)

• Work outside of normal working hours
• Traveling from time to time

Salary and Benefits:

• Competitive salary based on experience and qualifications.
• Provident Fund

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