Job Description

An established professional industry organisation is seeking an experienced Executive Professional Assistant to support the CEO. This role provides high-level, confidential, and strategic administrative support, ensuring the CEO can operate efficiently while managing priorities and key stakeholder interactions. This is a permanent hire, in-office opportunity to work Monday to Friday, with office hours 8am – 4pm. The successful candidate will act as a trusted liaison between the CEO, executive leadership, and external stakeholders, while coordinating executive activities, governance processes, and strategic initiatives. Executive Support Provide comprehensive professional and administrative support to the CEO Manage the CEO’s diary, appointments, travel arrangements, and meeting schedules Screen and prioritise incoming correspondence, calls, and requests Prepare meeting agendas, briefing packs, presentations, and reports Record accurate meeting minutes and track follow-up actions Strategic & Operational Coordination Support the CEO in planning, tracking, and monitoring strategic initiatives Coordinate executive and board-related meetings, documentation, and logistics Assist in preparing and consolidating reports for executive and committee meetings Monitor key deadlines and ensure timely submission of reports and documentation Stakeholder Liaison Serve as a key point of contact between the CEO and internal/external stakeholders Build and maintain professional relationships with senior leadership, partners, and stakeholders Manage sensitive matters with discretion, professionalism, and diplomacy Office & Information Management Maintain organised and secure filing systems (electronic and physical) Ensure documentation is handled confidentially and in line with organisational policies Draft, edit, and proofread professional correspondence and documents Coordinate logistics for executive meetings, workshops, and engagements Governance & Compliance Support Assist with governance processes and organisational protocols Track resolutions, decisions, and compliance-related actions Ensure records and documentation meet governance and audit requirements Requirements Grade 12 Relevant tertiary qualification BCom, Office Management, Business Administration, or a related field Experience 5–8 years’ experience as a Professional Assistant or Executive Assistant at senior or executive level Proven experience supporting a CEO, Managing Director, or executive leadership team Experience within a corporate, public sector, or regulated environment will be beneficial Skills & Competencies Exceptional organisational and time-management skills Strong written and verbal communication abilities High level of professionalism, integrity, and discretion Ability to work independently while managing multiple priorities Strong attention to detail and problem-solving capability Advanced proficiency in MS Office (Word, Excel, PowerPoint, Outlook) and SharePoint Ability to work effectively under pressure and meet tight deadlines Personal Attributes Highly trustworthy with the ability to maintain strict confidentiality Proactive, adaptable, and solution-focused Strong emotional intelligence and sound judgment Excellent interpersonal skills with a professional presence Benefits Additional working hours may be required to accommodate Executive schedules. Occasional travel may be required