Johannesburg: Personal Assistant to CEO posted by OttoBauthentic

Job Specification: Executive Personal Assistant to the CEO ConstructionPosition Title

Executive Personal Assistant (Executive PA) to the CEO

Industry

Construction / Infrastructure / Property Development

Reports To

Chief Executive Officer (CEO)

Location

Head Office (national exposure; occasional travel required)

Role Purpose

The Executive Personal Assistant to the CEO provides strategic, operational, and administrative support within a fast-paced construction environment. This role extends beyond traditional PA duties and requires a solid understanding of the construction industry, enabling the Executive PA to confidently act as a first point of contact, assist with operational matters, and resolve issues when the CEO is unavailable.

Key Responsibilities Executive & Strategic Support

– Act as a trusted right-hand to the CEO.
– Manage the CEOs diary, priorities, meetings, and travel arrangements.
– Prepare briefing packs, reports, and presentations for executive and board meetings.
– Anticipate CEO requirements and proactively manage deadlines.
– Track strategic actions, follow-ups, and commitments.

Key Responsibilities Construction & Operational Support

– Maintain a working knowledge of construction projects, site operations, and terminology.
– Act as liaison between the CEO and operational, project, and commercial teams.
– Assist in addressing operational queries when the CEO is unavailable.
– Understand key project risks and operational pressures.

Key Responsibilities Problem Solving & Decision Support

– Handle day-to-day issues confidently in the CEOs absence.
– Gather information, assess risks, and propose solutions.
– Prioritise urgent matters and escalate where required.
– Ensure continuity of leadership communication.

Key Responsibilities Stakeholder & Communication Management

– Serve as a professional first point of contact for stakeholders.
– Communicate on behalf of the CEO with authority and discretion.
– Manage sensitive and confidential information.
– Coordinate communication across departments and projects.

Key Responsibilities Administration & Governance

– Manage confidential correspondence and executive documentation.
– Maintain structured filing systems.
– Support governance processes and executive reporting.
– Assist with board packs, minutes, and communications.

Key Responsibilities Coordination & Follow-Up

– Track executive actions and project updates.
– Ensure follow-through on decisions.
– Coordinate cross-functional inputs.
– Flag risks or delays proactively.

Qualifications

– Qualification in Business Administration, Office Management, or Project Management.
– Construction-related exposure or qualification advantageous.

Experience

– 58 years experience as an Executive or Senior PA supporting a CEO or executive.
– Experience in construction, engineering, infrastructure, or similar environment.
– Proven ability to operate independently.
– Experience supporting senior leadership or boards.

Industry Knowledge

– Understanding of project-based construction operations.
– Familiarity with site and head office dynamics.
– Ability to grasp contractual and financial concepts at a high level.

Skills & Competencies

– Exceptional organisational and time-management skills.
– Strong written and verbal communication.
– Confident decision-making and problem-solving ability.
– High emotional intelligence.
– Advanced MS Office proficiency.

Personal Attributes

– Highly professional and discreet.
– Calm, confident, and solutions-oriented.
– Proactive and detail-driven.
– Strong sense of accountability.

Key Performance Indicators

– Effectiveness of CEO support.
– Quality of executive communications.
– Responsiveness in CEOs absence.
– Stakeholder satisfaction.
– Follow-through on actions.

Remuneration

Competitive, market-related package aligned to senior executive support level.