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: 

1. Act proactively —not wait for instructions  

1. Anticipate needs and act ahead of time  

1. Maintain high attention to detail and follow-through  

1. Ensure nothing is missed, delayed, or forgotten  

1. Take ownership of outcomes, not just tasks  

1. 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 

1. Reduce administrative and operational load on the CEO 

1. Improve organisation, structure, and coordination across the business  

1. Ensure strong execution and follow-through on priorities