Personal Assistant to CEO, Cape Town

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 the 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)

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 elevate priority matters

Act as a central point of contact between CEO and stakeholders

Diary&Schedule Management

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 documents

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‑oriented

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 licence

Fluent in English (Afrikaans advantageous)

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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