Personal Assistant to Group CEO – Johannesburg

SUMMARY:
Our client in the Pharmaceutical Industry based in Johannesburg is currently looking to employ a Personal Assistant to Group CEO.

POSITION INFO:
Requirements:

• A bachelor’s degree in Business Administration, Management, Communications, or a related field is essential.
• Additional certifications in Project Management (PMP, PRINCE2), Executive Assistant Training, or similar fields are preferred.
• Minimum of 5 years experience as a Personal Assistant, Executive Assistant, or Chief of Staff supporting C-suite executives.
• Experience in a multi-company or group-level environment is highly desirable.
• Exposure to financial reporting, strategic planning, and project management is advantageous.
• Proficiency in Microsoft Office Suite (Excel, PowerPoint, Word, Outlook).
• Experience with calendar management tools (Google Calendar, Outlook).
• Familiarity with project management tools (Smartsheet).
• Knowledge of financial dashboards, reporting tools (Power BI, Tableau).
• Strong written and verbal communication skills.
• Familiarity with business operations, financials, and corporate strategy.
• High level of discretion and ability to handle confidential information.
• Exceptional organizational and multitasking skills, with the ability to prioritize effectively.
• Proactive problem solver with a high level of initiative.
• Strong emotional intelligence (EQ) to build relationships with senior leaders.
• Ability to remain calm under pressure and meet deadlines in a fast-paced environment.
• Strong negotiation and stakeholder management skills.

• Manage and optimize the CEO’s calendar, scheduling meetings across multiple companies.
• Screen and prioritize emails, calls, and correspondence on behalf of the CEO.
• Draft and proofread reports, presentations, and internal/external communications.
• Prepare meeting agendas, minutes, and action plans, ensuring follow-ups are completed.
• Act as a liaison between the CEO and internal/external stakeholders, including MDs, board members and clients.
• Organize board meetings, strategic offsites, and quarterly reviews.

• Track and monitor Key Performance Indicators (KPIs) for all group companies.
• Oversee the progress of strategic projects, ensuring alignment with corporate objectives.
• Assist in financial tracking, including budgets, cash flow, and expense management.
• Manage cross-company initiatives, such as cost optimization, operational efficiency, and synergy projects.

• Organize domestic and international travel arrangements, ensuring seamless logistics.
• Prepare detailed itineraries, including flight details, accommodations, and meeting schedules.
• Process and track travel expenses and reimbursements.

• Handle confidential information related to business strategy, financials, and HR.
• Draft high-level correspondence for stakeholders, government entities, and partners.
• Maintain professional relationships with external stakeholders to support the CEO’s engagements.

• Maintain digital and physical document management systems for easy reference.
• Implement and optimize productivity tools (e.g., project management software, communication platforms).
• Coordinate with HR, Finance, and Operations teams for administrative support.