Personal Assistant to Group CEO – Pharmaceutical Company – Gauteng Full Time NEW

Main Purpose of Job:

The Personal Assistant to the Group’s CEO will provide high-level administrative, strategic, and operational support to the CEO, ensuring efficient management of their day-to-day responsibilities across multiple companies. The role requires exceptional organizational, communication, and problem-solving skills, with the ability to handle confidential information with discretion

Requirements:

Qualifications and Experience Required:

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:

1. Technical and Professional Skills:

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

2. Soft Skills and Personality Traits:

High level of discretion and ability to handle confidential information

Exceptional organizational and multitasking skills, with the ability to prioritize effectively

Proactive problem solver with a high level of initiative

Strong emotional intelligence (EQ) to build relationships with senior leaders

Ability to remain calm under pressure and meet deadlines in a fast-paced environment

Strong negotiation and stakeholder management skills

Responsibilities:

Key Responsibilities:

1. Executive Administrative Support

Manage and optimize the CEO’s calendar, scheduling meetings across multiple companies

Screen and prioritize emails, calls, and correspondence on behalf of the CEO

Draft and proofread reports, presentations, and internal/external communications

Prepare meeting agendas, minutes, and action plans, ensuring follow-ups are completed

Act as a liaison between the CEO and internal/external stakeholders, including MDs, board members and clients

Organize board meetings, strategic off sites, and quarterly reviews

2. Performance and Project Management Support

Track and monitor Key Performance Indicators (KPIs) for all group companies

Oversee the progress of strategic projects, ensuring alignment with corporate objectives

Assist in financial tracking, including budgets, cash flow, and expense management

Manage cross-company initiatives, such as cost optimization, operational efficiency, and synergy projects

3. Travel and Logistics Management

Organize domestic and international travel arrangements, ensuring seamless logistics

Prepare detailed itineraries, including flight details, accommodations, and meeting schedules

Process and track travel expenses and reimbursements

4. Communication and Confidentiality Management

Handle confidential information related to business strategy, financials, and HR

Draft high-level correspondence for stakeholders, government entities, and partners

Maintain professional relationships with external stakeholders to support the CEO’s engagements

5. Office and Resource Management

Maintain digital and physical document management systems for easy reference

Implement and optimize productivity tools (e.g., project management software, communication platforms)

Coordinate with HR, Finance, and Operations teams for administrative support

Should you meet the above requirements, we urge you to apply by forwarding your CV along with any supporting documents to caitlin@glass-house.co.za