Job summary

Job Ref:
BEE Position:
Cape Town, South Africa, Africa
Job type:
Full time

Executive PA to Group CEO

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About this job

Minimum of 10 years’ experience as an Executive Assistant to a member of executive management and/or at CEO/COO level. Administrative and/or Legal secretarial qualification coupled with a Hospitality/Tourism/Hotel background would be an advantage. Shorthand would be an advantage.

Responsible to provide exceptional administrative, secretarial and personal support to the Group CEO through effective communications, planning and organising to ensure optimal use of their time. Supporting and encouraging the company’s mission, vision, values, policies and procedures.


Key Performance Areas

Management of annual calendar

  • Collate all strategic conference sessions, international board meetings, investor road shows/lunches and traveling (private and business) into one annual calendar and manage all changes
  • Compile internal communication, high-level reports, business presentations, agendas, letters, and responses – effectively managing all mail and correspondence on behalf of the CEO
  • Manage and maintain all contact lists (private and business)


Manage diary and coordinate meetings

  • Manage the distribution/collection of pre-meeting materials ensuring all pre-readings and reports are available before every meeting
  • Take responsibility for arranging and coordinating all logistic requirements, including catering and taking minutes
  • Attend to any outstanding actions resulting from meetings arranged and/or attended
  • Assist the CEO in the preparation of presentations and/or the gathering of information required


Board meetings, investor road shows and lunches

  • Take full responsibility for arranging and co-ordinating the logistics for these meetings/gatherings
  • Manage all travel, flight, accommodation, venue and transport arrangements
  • Liaise with external travel agents for both local and international travel
  • Compile detailed itinerary for CEO attending these meetings/gatherings
  • Compile all board/information/investor packs for these meetings/gatherings


Travel coordination

  • Make all travel, flight, accommodation and transport arrangements for any private and business trips taken by the CEO
  • Liaise with external travel agents for both local and international travel
  • Ensure all travel related invoices are correct and payments are made timeously and in line with agreed deadlines


CEO projects

  • Coordinate all internal meetings and feedback sessions from work stream leaders and take responsibility for arranging and organising all logistic requirements needed for these meetings/sessions
  • Assist project sponsor and project managers (internal and external) in the preparation of presentations and the gathering of information required for meetings


Building Services /Facilities – Head Office

  • Continuous walkabouts together with the building services manager and/or his assistant to check and identify general “house-keeping”, renovations, maintenance, tidiness and to communicate and action accordingly
  • Continuously evaluate and improve the visitor’s experience to the building


Provide assistance on personal matters

  • Arrange daily lunches for CEO, as well as attend to any personal catering requirements
  • Process and attend to CEO’s private accounts and ensure timeous payments thereof
  • If required source and interview housekeeper and/or au pair for shortlisting and prepare required contracts of employment
  • Assist with the management of CEO’s children’s school registrations, fees, parties and any other activities if and when required


General office management

  • Ensure all CEO files are maintained, and all-important documents are appropriately filed and referenced
  • Manage leave for CEO and their direct reports
  • Arrange farewell parties, donations, gifts and catering thereof
  • Order stationery and manage office equipment
  • Set up bi-annual KPA reviews with CEO & direct reports
  • Process and prepare all payment requests, administrating company credit card, CEO expense claims and other payments
  • Attend to any other ad-hoc activities required by the Company as instructed by the CEO


Skills Required

Qualifications & Accreditations

  • Grade 12 (Matric)
  • Administrative and/or Legal secretarial qualification
  • Hospitality/Tourism/Hotel Background would be an advantage
  • Shorthand would be an advantage

Experience & Skills

  • Minimum of 10 years’ experience as an Executive Assistant to a member of executive management and/or at CEO/COO level
  • Experience in preparing PowerPoint presentations and board packs
  • Fully computer literate with an advanced level of MS Office
  • Proven managerial and operational abilities
  • Excellent typing skills (60 wpm)

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