Job Description

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 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)

Requirements

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 escalate priority matters

• Act as a central point of contact between CEO and stakeholders

Diary & Schedule Management

• Manage and 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 documentation

• 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-orientated

• 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 license

• Fluent in English (Afrikaans advantageous)

Our ideal candidate will:

1. Act proactively —not wait for instructions

1. Anticipate needs and act ahead of time

1. Maintain high attention to detail and follow-through

1. Ensure nothing is missed, delayed, or forgotten

1. Take ownership of outcomes, not just tasks

1. Operate with urgency, structure, and reliability

A successful PA will:

1. Create significant increase in available time and focus on high-value activities for the CEO

1. Reduce administrative and operational load on the CEO

1. Improve organisation, structure, and coordination across the business

1. Ensure strong execution and follow-through on priorities