Personal Assistant to CEO, Bellville

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)

Responsibilities 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

Competencies

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

Minimum requirements

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:

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

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