Johannesburg: Personal Assistant to CEO JHB posted by Pro Tem
Posted on 2025-06-17 00:00:00
Employer | Pro Tem |
---|---|
Category | Other Medical |
Location | Gauteng / Johannesburg |
Job Summary
Personal Assistant (PA) to the Group CEO
Business Unit
CEO
Geographic Location
Parktown, South Africa
Name & Title of Direct Superior
CEO
Main Purpose of Job
The 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 Requirements
Qualifications 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/Competency
Bachelors Degree
Business, Management, or related field
5+ years as a PA/EA
Experience with C-suite executives
Discretion & Confidentiality
Must handle sensitive information
Calendar & Time Management
High-level proficiency required
Email & Communication Skills
Ability to draft high-level correspondence
Project Management Experience
Smartsheet (but not a requirement, training will be provided)
Financial & Budget Tracking
Basic finance reporting skills
Technology Proficiency
Microsoft Office, Power BI, Google Suite
Stakeholder Engagement
Liaising with MDs, board members
Crisis Management & Adaptability
Ability to handle last-minute changes
Travel Planning Experience
Domestic & international travel logistics
Multitasking & Prioritization
Must manage multiple demands across companies
General 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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