Personal Assistant to the CEO

Cape Peninsula Organisation for the Aged (CPOA), with a dedicated workforce of over 270 staff, is seeking a dynamic and highly organised Personal Assistant to the CEO & Secretary to Council. This pivotal role is responsible for providing professional and confidential support to the CEO, Council, and Executive Team, while also ensuring the efficient and effective functioning of the head office environment.

KEY RESPONSIBILITIES INCLUDE:

Personal Assistance

• Providing timely, accurate and confidential personal assistance to the CEO.
• Acting as Secretary to the Council – preparing meeting agendas, minutes and packs.
• Coordinating and scheduling meetings, appointments, and communications on behalf of the CEO.
• Managing the daily administrative functions and office environment at Head Office.
• Leading and supervising the Receptionist and General Assistants.
• Overseeing reception, switchboard, mail runs, and office supplies.
• Maintaining high standards of organisation, confidentiality, and professionalism at all times.
• Assisting the Executive Team with administrative support as required.
• Managing internal and external queries directed to the CEO.
• Ensuring adherence to organisational policies including the POPI Act.
• Effective execution of tasks
• Agenda's distributed before meetings
• Distributing accurate and thorough minutes of meetings held
• Timeous and accurate submission of reports
• Ensure all meeting packs are prepared correctly and distributed before meetings
• Manage, coordinate and schedule all meetings and appointments for the CEO
• Assist the CEO with all required internal and external communication and preparation for meetings
• Assist the CEO with personal requirements
• Ensure all business and personal documentation is filed timeously and accurately and kept current
• Accurate and proficient typing of correspondence – letters, reports, emails
• Assist with compiling of presentations
• Assist with queries that comes through for the CEO within the working day
• Handle all calls for the CEO and relay messages where applicable

Office Management

• Manage and control the budget identified budgets
• Report on any variation of the budget
• Assist CEO with proof reading of documents
• Manage and control the weekly mail run
• Ordering and control of office stationary and office supplies
• Coordination and accurate record keeping of office layout changes and coordination of all office maintenance
• Handling of reception equipment and maintenance
• Handling of printing equipment and maintenance
• Manage and control the cleanliness and hygiene of offices, kitchens, bathrooms and outside areas
• Manage and control parking bay allocation at Head Office

REQUIRED SKILLS & COMPETENCIES:

• Strong time management, planning and organisational abilities.
• Excellent verbal and written communication skills.
• High level of confidentiality, discretion, and professionalism.
• Ability to work under pressure, multitask, and meet strict deadlines.
• Strong interpersonal and team collaboration skills.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Commitment to company culture, values, and service excellence.
• Ability to manage time, set priorities and plan workload to meet objectives.
• Ability to work under pressure and meet deadlines within available timeframes.

QUALIFICATIONS & EXPERIENCE REQUIRED:

• Grade 12 (Matric) – Essential
• Secretarial Diploma or relevant qualification – Advantageous
• Minimum 3–5 years' experience in a similar role supporting Executive/Senior Management.
• Demonstrated ability to manage office environments and lead administrative staff.
• Experience in minute taking, scheduling, correspondence, and report preparation.

Job Type: Full-time

Application Question(s):

• What is your Salary expectation?

Work Location: In person

Expected Start Date: 2025/12/01