Executive Assistant to CEO (Pretoria) Jobs

Key Performance Areas

• Manage and prioritize the CEO’s calendar. Schedule meetings, appointments, and events. Resolve conflicts efficiently and diplomatically.
• Act as the main contact for internal and external stakeholders, including government officials, executives, senior managers, partners, and industry representatives.
• Handle all correspondence for the CEO’s office. Ensure clear and timely communication, or delegate as needed.
• Organize travel arrangements, such as flights, accommodation, and transport. Make sure they are efficient, cost-effective, and save time.
• Prepare, review, and organize documents, reports, presentations, and materials for meetings, including board reports and strategic plans.
• Prepare agendas, take minutes, and follow up on action points from meetings to ensure progress and accountability.
• Manage electronic and physical filing systems. Ensure the CEO’s office follows all record-keeping rules.
• Handle sensitive and confidential information with care and professionalism, following POPIA and other guidelines.
• Support key projects and initiatives from the CEO’s office. Work with departments and external partners.
• Provide general administrative support to keep the CEO’s office organized and aligned with SAMSA’s goals and values.

Requirements

Qualifications

• National Diploma in Business Administration, Public Administration, or Business Management (NQF 6).
• Bachelor’s degree in Business Administration, Public Administration, or Business Management is an advantage (NQF 7).

Experience and Knowledge

• 5 to 7 years as an Executive Assistant or Personal Assistant in senior roles. Experience supporting a CEO is preferred.
• Skills in managing complex schedules, confidential documents, and communications with multiple stakeholders.
• Knowledge of data analysis, report writing, communication, and public relations.

Key Competencies and Skills

• Advanced Organizational and Time Management Skills: Handle complex calendars, prioritize tasks, and coordinate events to make the best use of the CEO’s time.
• Exceptional Communication Skills: Strong written and verbal skills for drafting letters and working with stakeholders like government officials and partners.
• Confidentiality and Discretion: Manage sensitive information professionally, following POPIA and governance rules.
• Stakeholder Management and Liaison: Build smooth interactions between teams, leaders, and external groups to support SAMSA’s goals.
• Technical Proficiency: Expert in Microsoft Office, virtual meeting tools, and creating reports and presentations.
• Governance and Compliance Awareness: Understand PFMA and POPIA to ensure proper financial controls, records, and data protection.
• Problem-Solving and Adaptability: Handle challenges, adjust priorities, and stay calm under pressure.
• Research and Analytical Abilities: Research and summarize information on maritime safety, regulations, and company initiatives.
• Project Coordination: Support projects and teamwork across departments for CEO-led efforts.
• Interpersonal and Emotional Intelligence: Build trust, manage relationships, and adapt to different people and situations.
• Professionalism and Leadership Presence: Show accountability, take initiative, and represent the CEO’s office with integrity.