About the position
?? Location: Johannesburg (On-site)
Our visionary manufacturing group - transforming Africa through industrial innovation, digital solutions, and purpose-driven businesses - seeks an exceptional Executive Assistant to empower our Chairman's leadership.
Your Mission:
Become the Chairman's strategic partner - anticipating needs, solving problems before they arise, and ensuring seamless execution of high-impact priorities across multiple sectors.
Key Responsibilities
Diary & Time Management
Responsibilities:
- Proactively manage the Chairman's complex and dynamic schedule, ensuring optimal use of time.
- Schedule internal and external meetings, allowing sufficient buffer times for preparation and travel.
- Reschedule or rearrange appointments as needed with minimal disruption and clear communication.
- Flag priority items and ensure sufficient focus time is allocated in the Chairman's diary.
- Maintain a diary of family, friends, and colleagues' events (e.g., birthdays, anniversaries, milestones) and ensure appropriate gifts or acknowledgements are arranged timeously.
Travel Management
Responsibilities:
- Manage end-to-end travel planning of the Chairman, his family, and any guests:
- Coordinate visa applications, ensuring timely submissions and approvals.
- Book international and local flights with careful attention to stopovers and connecting flights.
- Ensure hotel and local transport bookings are confirmed and aligned with travel itinerary.
- Ensure that pick-ups and drop-offs are coordinated with the appointed driver in advance for all local and international travel.
- Monitor travel schedules and check-in ahead of boarding times.
- Provide a comprehensive, easy-to-navigate travel pack before each trip.
- Anticipate risks of delays, short layovers, last-minute changes and proactively mitigate them.
Event Management & Logistics
Responsibilities:
- Lead and coordinate executive and strategic events on behalf of the Chairman, including Board Meetings, VIP engagements and investor presentations.
- Liaise with internal departments, external stakeholders, and service providers to ensure all aspects are managed effectively.
- Prepare event programs, coordinate speaker schedules, and ensure all material is professionally prepared and printed.
- Provide on-the-ground support during events to ensure everything runs smoothly.
Meeting Support & Follow-through
Responsibilities:
- Attend all meetings with or on behalf of the Chairman.
- Accurately capture meeting minutes, key decisions, and action items.
- Ensure action items are followed up and reported back on in a timely and proactive manner.
- Maintain a tracking system to monitor progress of key initiatives and deliverables from meetings.
- Promptly brief the Chairman on important follow-ups and reminders.
Budget Management - Chairman's Office
Responsibilities:
- Track and manage the Chairman's Office budget and personal expenses, including but not limited to:
- Administrative expenses
- Travel and accommodation
- Monthly allowances
- Household expenses
- Ensure all expense records are kept up-to-date, and reports are submitted when required.
Administrative Excellence & Professional Interface
Responsibilities:
- Draft, review, and manage professional correspondence and communications.
- Monitor incoming emails and correspondence for priority issues.
- Liaise with senior stakeholders and serve as a gatekeeper for the Chairman's office.
- Organize and maintain digital and physical filing systems for all Chairman-related documentation.
- Prepare presentations, board packs, reports, and briefing notes as required.
- Uphold confidentiality and discretion in all matters.
- Ensure the Chairman is always well-prepared, informed, and supported in all engagements.
Proactive Support & Initiative-taking
Responsibilities:
- Anticipate the Chairman's needs and take initiative to solve problems before they arise.
- Prepare briefing documents, presentations, and reports as needed.
- Align support with strategic objectives, fast-paced and growth-oriented environment.
- Take ownership of challenges, identify inefficiencies, and design smarter processes.
- Maintain an understanding of business priorities and align support efforts accordingly.
- Any other duties as delegated by the Chairman.
Competencies
- Strategic thinking.
- Exceptional planning and organizational skills.
- Strong business acumen and an entrepreneurial outlook.
- Professional and effective written and verbal communication.
- Proficiency in Microsoft Office Suite, Outlook, MS Teams, Zoom, travel platforms, and collaborative tools.
- Ability to work independently, prioritize, and manage multiple tasks simultaneously.
- Strong interpersonal skills and emotional intelligence.
- Sound judgment, reliability, and initiative.
- Time Management.
- Discreet and trustworthy.
- Detail-oriented with a proactive, solution-focused approach.
- Committed to excellence and continuous improvement.
Desired Skills:
- administrative
- budgets travel arrangements
- diary management
Desired Qualification Level:
