Personal Assistant to CEO

Summary

Create capacity for the CEO by taking ownership of administrative, coordination, and follow-up responsibilities. Act as an extension of the CEO, understanding how he works, thinks, and communicates, and assist accordingly. Serve as a central coordination point between CEO and the business, ensuring alignment, execution, and that nothing is missed, delayed, or forgotten.

Reports to: Business Owner / CEO

Location: Stikland, Cape Town

Schedule: Monday - Fridays, 08:00-16:30 (In-office with hybrid flexibility)

Requirements

Responsibilities

Email & Communication Management

• Manage, organise, and prioritise emails
• Draft, respond to, and follow up on certain emails on CEO's behalf
• Filter non-essential communication and escalate priority matters
• Act as a central point of contact between CEO and stakeholders

Diary & Schedule Management

• Manage and maintain CEO's calendar
• Schedule meetings, appointments, and reminders
• Protect and optimise CEO's time

Task & Priority Management

• Maintain and track CEO task list and priorities
• Follow up with team members to ensure execution
• Monitor deadlines and ensure completion of tasks
• Ensure nothing falls through the cracks

Meeting Coordination & Administration

• Prepare meeting agendas and supporting documentation
• Attend meetings where required and take minutes
• Distribute notes and track action items
• Ensure follow-through on decisions made

General Administration

• Perform day-to-day administrative tasks
• Prepare reports, summaries, and basic presentations
• Assist with drafting and formatting documents (SOPs, policies, reports)
• Maintain accurate and organised records

Document Control & Record Keeping

• Maintain central filing systems (Microsoft Teams/Drive)
• Ensure documents are updated, accurate, and correctly stored
• Maintain version control of policies, SOPs, and key documents

Authority & Execution Support

• Execute tasks and instructions on behalf of CEO
• Communicate decisions and instructions to relevant team members
• Sign standard documents on CEO's behalf where formally authorised
• Drive execution across departments where required

Departmental Support (Procurement, Finance & HR)

• Provide general administrative and coordination support across Procurement, Finance, and HR
• Assist with day-to-day tasks, follow-ups, and communication within these departments
• Support processes and ensure tasks are completed and aligned
• Provide backup support where required

Personal Support

• Manage personal administrative tasks (appointments, reminders, bookings)
• Handle ad-hoc personal tasks to improve overall efficiency

Competencies

• Professional and personally mature
• High level of discretion and confidentiality
• Strong interpersonal and communication skills
• Excellent attention to detail and accuracy
• Proactive and action-orientated
• Self-driven, independent worker and reliable
• Strong sense of ownership and accountability
• Strong planning and organisational skills

Minimum requirements

• Minimum 5 years of experience as a Personal Assistant, Executive Assistant, or similar role
• Tech savvy and proficient in Microsoft Office (Outlook, Word, Excel, Teams)
• Valid South African driver's license
• Fluent in English (Afrikaans advantageous)

Our ideal candidate will

• Act proactively —not wait for instructions
• Anticipate needs and act ahead of time
• Maintain high attention to detail and follow-through
• Ensure nothing is missed, delayed, or forgotten
• Take ownership of outcomes, not just tasks
• Operate with urgency, structure, and reliability

A successful PA will

• Create significant increase in available time and focus on high-value activities for the CEO
• Reduce administrative and operational load on the CEO
• Improve organisation, structure, and coordination across the business
• Ensure strong execution and follow-through on priorities