Executive PA to CEO (Alberton) On-site (TB)

Introduction

• South African citizens only.

• Permanent vacancy.

• Full-time onsite in Alberton (This is not hybrid or remote work).

• Must be prepared to travel to the office in Troyeville (JHB) on ad-hoc basis.

• Must have a valid driver’s license and own car.

• Minimum of 5 years’ experience in a Secretary/Office Admin role with at least 3 years' experience in an Executive PA, Personal Assistant or Executive Assistant role.

• Experience working within Telecommunications, Cellular, Engineering, Construction or Technical environments will be highly advantageous.

• Clean ITC/credit record and no criminal record.

• Reference: Executive PA (TB)

Salary package

• CTC market-related and negotiable (depending on the candidate’s skills, experience & qualifications).

• First 3 months of probation period includes only the basic salary.

• After the 3-month probation period compulsory benefits kick in namely Discovery Key Core Plus medical aid (50% employee contribution & 50% employer contribution) and the Group Life Cover which is 100% paid by the employer.

Job Description

Executive & Diary Management

• Manage and proactively coordinate the Executive's complex diary, calendar and daily schedule.

• Prioritise meetings, appointments and commitments according to business priorities.

• Identify and resolve scheduling conflicts before they arise.

• Prepare the Executive's daily and weekly schedule and briefing requirements.

• Ensure the Executive is fully prepared for meetings, presentations and engagements.

• Manage invitations, confirmations, meeting logistics and changes to schedules.

• Act as a professional gatekeeper, screening and prioritising requests for the Executive's time.

Meeting & Board Support

• Coordinate internal and external meetings, workshops and executive engagements.

• Prepare agendas, meeting packs, presentations and briefing documents.

• Attend meetings and accurately capture minutes and action items where required.

• Maintain action registers and follow up with relevant stakeholders to ensure deadlines are met.

• Coordinate board and executive documentation where applicable.

• Ensure confidential documents are securely stored and readily accessible.

Travel & Logistics

• Arrange domestic and international business travel.

• Coordinate flights, accommodation, transfers, car hire and other travel requirements.

• Prepare detailed travel itineraries and executive briefing packs.

• Coordinate visas and travel documentation where required.

• Manage last-minute changes and travel disruptions efficiently.

• Process and reconcile travel-related expenses.

Executive Correspondence & Communication

• Draft, edit and proofread correspondence, emails, reports, presentations and other documentation.

• Manage incoming and outgoing correspondence on behalf of the Executive.

• Liaise professionally with clients, suppliers, executives, directors and other stakeholders.

• Ensure important communication is escalated appropriately and timeously.

• Maintain a high level of professionalism in all verbal and written communication.

Confidential & Personal Support

• Handle highly confidential commercial, financial, strategic and personal information.

• Exercise absolute discretion and sound judgement when dealing with sensitive matters.

• Coordinate selected personal appointments, commitments and administrative requirements where applicable.

• Manage confidential personal and business documentation.

• Liaise with professional advisers, service providers and other parties when authorised by the Executive.

Administration & Reporting

• Prepare reports, presentations, spreadsheets and executive summaries.

• Maintain accurate electronic and physical filing systems.

• Track deadlines, commitments, projects and outstanding actions.

• Assist with expense claims, invoices and other executive-office administration.

• Maintain contact databases and executive records.

• Support special projects and ad hoc assignments as required.

Stakeholder & Office Coordination

• Serve as a key point of contact between the Executive and internal/external stakeholders.

• Coordinate communication between departments on matters delegated by the Executive.

• Build and maintain strong professional relationships with key stakeholders.

• Coordinate events, conferences, functions and executive engagements when required.

• Work closely with Finance, HR, Operations and other departments to ensure executive priorities are actioned.

Project & Special Projects Support

• Assist the Executive with research, presentations, project administration and special initiatives.

• Conduct research and compile information to support decision-making.

• Monitor project deliverables and follow up with responsible parties.

• Assist with implementing new administrative processes and systems.

• Identify opportunities to improve efficiency and streamline the Executive's workflow.

Minimum Requirements

• Matric / Grade 12.

• A diploma or degree in Business Administration, Office Management, Executive Assistance, Secretarial Studies, Management or a related field is advantageous.

• Minimum of 5 years’ experience in a Secretary/Office Admin role with at least 3 years' experience in an Executive PA, Personal Assistant or Executive Assistant role.

• Proven experience supporting a CEO, MD, Director or other C-suite executive.

Package & Remuneration

Salary Market Related