Executive Personal Assistant - Construction

Introduction

An Executive Personal Assistant (EPA) plays a crucial role in supporting the CEO within a corporate environment. This job involves managing complex schedules that may include coordinating high-stake meetings, travel, and company events. The EPA ensures the CEO’s time is used efficiently, handling logistics meticulously to avoid conflicts and maximize productivity.

Duties & Responsibilities

Key Responsibilities

Administrative Support: Provide comprehensive administrative support to the CEO, ensuring smooth daily operations.This includes managing calendars, scheduling meetings, and organizing travel arrangements.

Communication Management: Act as a liaison between the CEO and internal/external stakeholders.Manage incoming and outgoing communications, including emails, phone calls, and correspondence, ensuring timely responses.

Meeting Coordination: Organize and coordinate meetings, including preparing agendas, taking minutes, and following up on action items.Ensure that all necessary materials are prepared and distributed in advance.

Document Preparation: Draft, edit, and proofread documents, reports, presentations, and other materials.

Ensure that all written communication is professional, clear, and aligned with the company’s standards.

Project Management: Assist in managing projects by tracking progress, deadlines, and deliverables.

with team members to ensure that projects are completed on time and within budget.

Data Management: Maintain and organize confidential files and records, both physical and digital. Ensure that all data is accurate, up-to-date, and easily accessible.

Budget Tracking: T racking and compiling expenses and submitting them to the Group Accountant.

Travel Coordination: Plan and coordinate travel arrangements, including flights, accommodations, and itineraries.Ensure that all travel plans align with executives’ schedules and preferences.

Event Planning: Organize company events, meetings, and conferences.

Handle logistics such as venue selection, catering, and audiovisual needs, ensuring a seamless experience for all participants.

Time Management: Prioritize tasks effectively to manage multiple responsibilities and deadlines.Ensure that executives’ time is optimized by filtering requests and delegating tasks when appropriate.

Confidentiality and Discretion: Handle sensitive information with the utmost confidentiality and professionalism. Exercise discretion in all interactions and communications.

Customer Service: Provide exceptional customer service to clients, partners, and colleagues. Address inquiries and resolve issues promptly, maintaining a positive company image.

Networking and Relationship Building: Build and maintain professional relationships with key stakeholders, both internally and externally. Leverage these connections to support executive initiatives and objectives.

Crisis Management: Respond to urgent situations with a calm and composed demeanor.Develop contingency plans and solutions to mitigate risks and ensure business continuity.

Feedback and Reporting: Provide regular updates to the CEO on project status, upcoming deadlines, and potential challenges.Prepare reports and presentations to communicate progress and outcomes effectively.

Desired Experience & Qualification

Skills & Competencies

• Proficient in Microsoft Office Suite and other relevant software.

• Excellent communication and interpersonal skills.

• Strong organizational and multitasking abilities.

• Ability to work independently and prioritize tasks effectively.

• Basic budgeting principles.

• Business writing skills

Qualifications & Experience

• Matric (Grade 12) required.

• Bachelor’s degree/ Diploma in Business Administration, Office Management, or related field (preferred). Minimum 3–5 years’ experience as a Personal Assistant or Executive Assistant supporting senior management or Directors.

• Proficiency in Microsoft Office and other relevant software

Package & Remuneration

R360K - R420K