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Executive Personal Assistant

Remuneration:Market related 
Location:Cape Town, Southern Suburbs
Job level:Mid

Job description

Key Performance Areas (KPAs)

Management of annual calendar
  • Collate all of the strategic conference sessions, international board meetings, investor road shows/lunches and travelling (private and business) into one annual calendar and manage all changes
Manage mail, calendar and contact list
  • Schedule appointments and maintain a daily calendar, taking responsibility for managing changes, actions and reminders and act as a ‘gatekeeper’
  • Screen email account and make the CEO aware of any actions/responses to be taken and action accordingly
  • Keep record of important email correspondence by creating electronic folders and ensure accurate filing of such correspondence
  • Compile internal communication, high-level reports, business presentations, agendas, letters, and responses – effectively managing all mail and correspondence on behalf of the CEO
  • Manage and maintain all contact lists (private and business)
Manage diary and coordinate meetings
  • Manage the distribution/collection of pre-meeting materials ensuring all pre-readings and reports are available before every meeting
  • Co-ordinate all meeting requests and confirmations of attendees
  • Take responsibility for arranging and coordinating all logistic requirements, including catering and taking minutes
  • Attend to any outstanding actions resulting from meetings arranged and/or attended
  • Assist the CEO in the preparation of presentations and/or the gathering of information required 
HiL board meetings, investor road shows and lunches
  • Take full responsibility for arranging and coordinating the logistics for these meetings/gatherings in collaboration with our MAU office and IR Partner
  • Maintain investor database
  • Manage all travel, flight, accommodation, venue and transport arrangements
  • Liaise with external travel agents for both local and international travel
  • Compile detailed itinerary for CEO attending these meetings/gatherings
  • Compile all board/information/investor packs for these meetings/gatherings
  • Ensure all service provider quotes/invoices are correct and payments are made timeously and in line with agreed deadlines to conclude a successful event(s)
Travel coordination
  • Make all travel, flight, accommodation and transport arrangements for any private and business trips taken by the CEO
  • Liaise with external travel agents for both local and international travel
  • Ensure all travel related invoices are correct and payments are made timeously and in line with agreed deadlines
CEO projects (if and when arises)
  • Coordinate all internal meetings and feedback sessions from work stream leaders and take responsibility for arranging and organising all logistic requirements needed for these meetings/sessions
  • Attend to any outstanding actions resulting from previous meetings
  • Assist project sponsor and project managers (internal and external) in the preparation of presentations and the gathering of information required for meetings
  • Maintain a contact list of project contacts, advisors and work stream leaders
  • Keep record of all documents and communication relating to the project for efficient retrieval and response
  • Assist with any other logistical and administrative duties the CEO requires on any project that arises from time to time
Building services/facilities – Head Office
  • Continuous walkabouts together with the building services manager and/or his assistant to check and identify general “house-keeping”, renovations, maintenance, tidiness and to communicate and action accordingly
  • Continuously evaluate and improve the visitor’s experience to the building
Provide assistance on personal matters
  • Arrange daily lunches for CEO, as well as attend to any personal catering requirements
  • Process and attend to CEO’s private accounts and ensure timeous payments thereof
  • If required source and interview housekeeper and/or au pair for shortlisting and prepare required contracts of employment
  • Assist with the management of CEO’s children’s school registrations, fees, parties and any other activities if and when required
  • Source venues for and assist with traveling arrangements and requirements for holidays
  • Ensure CEO’s car is washed and valeted weekly once the water crisis is over
  • Attend to any other private requests required by the CEO
General office management
  • Ensure all CEO files are maintained and all-important documents are appropriately filed and referenced
  • Establish and maintain good relationships with all staff, management, directors, investors, suppliers, contractors and other professionals
  • Ensure monthly employee long service letters are sent from the CEO and ensure they are signed and distributed
  • Manage leave for CEO and their direct reports
  • Arrange farewell parties, donations, gifts and catering thereof
  • Order stationery and manage office equipment 
  • Ensure that all documents for signature by the CEO are administered and timeously presented for signing
  • Collate, print and monitor monthly reports ensuring they are received by due date and in time for the CEO to review prior to monthly KPA meetings
  • Set up bi-annual KPA reviews with CEO and direct reports
  • Process and prepare all payment requests, administrating company credit card, CEO expense claims and other payments
Attend to ad-hoc activities
    • Attend to any other ad-hoc activities required by the Company as instructed by the CEO


    Qualifications and accreditations
    • Grade 12 (Matric)
    • Administrative and/or legal secretarial qualification
    • Hospitality/tourism/hotel background would be an advantage
    • Shorthand would be an advantage 
    Experience and skills
    • Minimum 10 years’ experience as an executive assistant to a member of executive management and/or at CEO/COO level
    • Experience in preparing PowerPoint presentations and board packs
    • Fully computer literate with an advanced level of MS Office
    • Proven managerial and operational abilities
    • Excellent typing skills (60 wpm)
    Attributes and behaviours
    • High level of professionalism 
    • High level of emotional intelligence (EQ)
    • High attention to detail
    • Above average interpersonal skills
    • Exceptional communication skills (both verbal and written)
    • Ability to work well under pressure and independently
    • Self-starter with high energy levels
    • Needs to be able to deal with highly confidential matters

    Posted on 16 May 14:50

    Home Choice

    The HomeChoice Group is a leading credit-based direct marketing retailer selling homeware merchandise and financial services to the expanding urban middle-income mass market in southern Africa.

    View company profile

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