Personal Assistant to CEO

Summary: Createcapacity for the CEO by taking ownership of administrative, coordination, and follow-up responsibilities.Actas an extension ofthe CEO,understanding how he works, thinks, and communicates, andassistaccordingly.Serve as acentral coordination pointbetweenCEOand 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-officewith hybrid flexibility)

Email & Communication Management

• Manage, organise, and prioritiseemails
• Draft, respond to, and follow up oncertainemails onCEO'sbehalf
• Filter non-essential communication and escalat prioritize matters
• Act asa central pointof contact betweenCEOand stakeholders

Diary & Schedule Management

• Manage andmaintainCEO'scalendar
• Schedule meetings, appointments, and reminders
• Protect and optimiseCEO'stime

Task & Priority Management

• Maintain and trackCEOtask 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 whererequiredand 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
• Assistwith drafting and formatting documents (SOPs, policies, reports)
• Maintainaccurateand 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 ofCEO
• Communicate decisions and instructions to relevant team members
• Sign standard documents onCEO'sbehalf where formally authorised
• Drive execution across departments whererequired

Departmental Support (Procurement, Finance & HR)

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

Personal Support

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

• Professional and personally mature
• High levelof discretion and confidentiality
• Strong interpersonaland communicationskills
• Excellent attention to detail and accuracy
• Proactiveand action-orientated
• Self-driven, independent workerand reliable
• Strong senseof ownership and accountability
• Strong planningand organisational skills

• Minimum5years ofexperience 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(Afrikaansadvantageous)

Our ideal candidate will:

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

A successful PA will:

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