Johannesburg: Personal Assistant posted by Unique Personnel Ltd

About the Role

The Executive Assistant to the CEO plays a critical role in ensuring the effective management of the CEO’s time, priorities, and communication. This position acts as a gatekeeper and liaison between the CEO and internal and external stakeholders, facilitating efficient operations within the Office of the CEO.

Key Responsibilities

• Provide high-level administrative and operational support to the CEO to ensure efficient day-to-day functioning of the Office of the CEO.
• Manage the CEO’s calendar, including scheduling meetings, appointments, and travel arrangements.
• Screen and manage incoming communication such as emails, phone calls, and correspondence.
• Act as a gatekeeper to ensure the CEO is informed of key priorities while filtering non-essential communication.
• Draft correspondence, reports, briefings, speeches, and presentations as required.
• Prepare meeting agendas and supporting documentation.

• Coordinate Board and Committee meetings.
• Prepare and distribute Board packs, reports, agendas, and minutes.
• Record and maintain accurate minutes during Board and Committee meetings when required.
• Ensure compliance with governance protocols and meeting deadlines.
• Liaise with Board members and other stakeholders to ensure timely communication and responses.

• Serve as a primary point of contact for internal and external stakeholders engaging with the CEO.
• Build and maintain effective relationships with Board members, executives, investors, partners, and other stakeholders.
• Facilitate communication between the CEO and various internal departments.
• Represent the CEO and the organisation professionally during engagements, events, and functions.

• Support the CEO in coordinating and managing projects, initiatives, and special assignments.
• Conduct research and analysis to support strategic decision-making.
• Track progress on action items and strategic initiatives.
• Provide analytical, research, and reporting support for CEO-led projects.

• Arrange domestic and international travel arrangements including flights, accommodation, transportation, and visas.
• Prepare detailed travel itineraries and documentation for travel-related meetings.
• Administer travel expense reports and documentation.
• Accompany the CEO on travel when required.
• Plan and coordinate executive meetings, workshops, events, and roadshows.

• Oversee the organisation and maintenance of the CEO office environment.
• Manage office supplies and equipment, coordinating with vendors where required.
• Manage incoming and outgoing correspondence, mail, and deliveries.

• Assist in monitoring and managing the CEO office budget.
• Track expenses and process invoices.
• Compile expense reports and provide financial updates where required.

• Maintain and organise critical documents, reports, and presentations.
• Ensure proper document version control and secure handling of sensitive information.
• Support implementation of information management systems within the Office of the CEO.

• Ensure adherence to organisational policies, procedures, and regulatory requirements.
• Maintain document control systems in accordance with governance and reporting standards.
• Ensure appropriate authorisation processes are followed.

• Support compliance with Safety, Health, and Environmental (SHE) policies and procedures.
• Promote a safe and healthy working environment within the office.

Requirements

• Bachelor’s Degree in Business Administration or a related field (desirable).
• First Line Management or Leadership Development Programme (advantageous).

Qualifications

• No qualifications mentioned.

Salary & Benefits

• No salary information provided.