South Africa: Personal Assistant (St Francis Bay) posted by Headhunters

Our client, a thriving business in the greater St Francis Bay area, is looking to employ an experienced Personal Assistant to their dynamic team.

The Personal Assistant provides executive, governance, and operational support to the CEO and Exco team. The role ensures meetings are effectively prepared and documented, tasks are assigned and tracked, and cross-departmental accountability is maintained. A high level of IT proficiency, strong communication, and assist Exco team in ensuring follow-through and alignment across the business.

Preference will be given to candidates who reside in the area.

Salary: R30,000 CTC per month

Requirements:

• Bachelors degree in Business Administration, Communications, Project Management or a related field (or equivalent experience).
• Five years or more of experience as a Personal Assistant or Executive Assistant, preferably supporting C-level executives.
• Proven experience managing complex schedules and high-level communications.
• Demonstrated ability to handle confidential information with discretion.
• Experience coordinating travel, events and projects in a fast-paced environment.

Responsibilities, but not limited to:

• Schedule monthly Exco and management meetings in consultation with the CEO.
• Circulate agendas and meeting packs at least one week prior to meetings.
• Record and distribute accurate minutes within 48 hours, clearly noting required actions and accountability.
• Track action items for each department, alerting them to upcoming deadlines and following up on missed deliverables.
• Support chairpersons to ensure professional and structured meetings.
• Ensure all minutes and agendas are saved on the server for ease of reference.
• Alert the CEO and Exco of missed deliverables on a weekly basis.
• Upload all actionable items from meetings and CEO/Exco instructions into Microsoft To Do.
• Ensure all tasks are assigned with deadlines, owners and clearly documented steps required to accomplish the task.
• Produce weekly To Do reports highlighting upcoming and overdue items to Exco and top management.
• Support department heads in maintaining accurate task updates on a weekly basis.
• Assist the CEO and department heads in maintaining the integrity of the To Do system so that department heads are held accountable for tasks performed by deadlines.
• Contribute to the design, implementation and management of standard operating procedures (SOPs) with respect to Microsoft To Do.
• Drive continuous process improvements to enhance operational effectiveness and resource utilization of the To Do system.
• Act as the first point of contact for urgent CEO matters when the CEO is unavailable, alerting the CEO to issues.
• Escalate urgent issues appropriately and arrange urgent Zoom calls when required.
• Manage CEO ad-hoc matters as required.
• In the event the CEO is not in the office, ensure all documentation that needs urgent attention is brought to the CEOs attention and dealt with.
• Ensure confidentiality and secure handling of sensitive documents.
• Manage filing and retrieval systems for agendas, minutes and resolutions.
• Prepare information packs for board or other meetings.
• Uphold discretion and accuracy in handling sensitive company information.
• When sensitive matters arise in the office and the CEO is not present, use discretion to alert the CEO to resolve the issue.
• Execute relevant assigned projects in line with company objectives.
• Support cross-functional initiatives to improve operations.
• Ensure projects are delivered within agreed timelines, scope and costs.

Please note that should you not receive a response within 2 weeks of applying, you may consider your application unsuccessful.