About the position
Personal Assistant to Group CEO
Job Purpose
The PA to the Group CEO serves as the vital link and gatekeeper for executive operations, translating executive vision into organized daily execution. Responsible for high-level governance support, priority management, and cross-functional oversight across group businesses, this position ensures key strategic initiatives and executive communications are executed with precision, speed, and strict confidentiality.
The ideal candidate should have a typing speed of at least 60 WPM with at least 90% accuracy with a proven track record in supporting senior leaders in high-stakes environments
Key Performance Areas & Core Responsibilities
Executive & Strategic Administrative Support
Calendar & Time Management: Manage, optimize, and prioritize the CEO’s complex schedule across multiple entities.
Gatekeeping & Communication: Screen, filter, and prioritize incoming emails, phone calls, and official correspondence.
Document & Presentation Preparation: Draft, review, and proofread high-level reports, strategic presentations, and board materials.
Governance & Meeting Management: Prepare meeting agendas, take detailed minutes, track action items to completion, and coordinate board meetings, quarterly reviews, and strategic offsites.
Stakeholder Liaison: Act as a professional liaison between the CEO and key internal/external stakeholders (Managing Directors, Board Members, clients, and partners).
Project Tracking & Financial Oversight
KPI & Performance Tracking: Monitor key operational performance metrics across all group companies to keep the CEO informed.
Strategic Initiatives: Support the tracking and execution of strategic projects, cross-company synergies, cost optimization, and efficiency programs.
Financial Administrative Support: Assist with executive expense tracking, travel budget management, cash flow monitoring, and basic financial reporting.
Travel & Logistics Coordination
Seamless Travel Management: Coordinate complex domestic and international travel arrangements, including visas, flights, transfers, and accommodations.
Itinerary Development: Provide comprehensive, detail-oriented itineraries incorporating travel legs, meeting schedules, and briefing notes.
Expense Reconciliation: Process, review, and reconcile executive travel expenses promptly.
Operational & Resource Efficiency
Document Systems: Maintain secure, highly organized digital and physical filing systems for critical enterprise documentation.
Tool Optimization: Leverage modern productivity and management tools (e.g., project software, collaborative suites) to streamline workflows.
Cross-Functional Alignment: Coordinate closely with HR, Finance, and Operations teams to ensure organizational alignment with executive directives.
Minimum Qualifications & Work Experience
Education:
Bachelor’s degree in Business Administration, Management, Communications, or a related field.
Additional certifications in Project Management (PMP, PRINCE2), Executive Assistant Training, or similar fields are preferred.
Experience:
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.
Key Skills and Competencies Required:
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.
Desired Skills:
- Typing 60 words per minute
- C-Suite Exec Assistant
- Project Management
