Executive Personal Assistant

Executive Personal Assistant C Suite
Location: Cape Town
Type: Full time on -site
Reports to: CEO / COO / Executive Leadership Team

Purpose of the Role

The Executive Personal Assistant provides high level polished support to the executive leadership team of a sophisticated studio style digital innovation agency. This role blends professional business support with personal assistance ensuring executives can move seamlessly between strategic priorities and day to day demands both in and out of the office.

Key Responsibilities

Executive & Personal Support

• Manage (among other things):calendars meetings appointments and both business and personal travel arrangements for C suite executives
• Anticipate executives needs and proactively manage their time priorities and daily logistics
• Handle personal errands bookings and lifestyle administration with discretion and efficiency
• Prepare presentations reports and documentation related to business and client initiatives
• Coordinate executive briefings board papers and governance documentation
• Handle confidential information both professional and personal with the utmost discretion

Business Administration

• Support procurement processes (quotations approvals vendor contact)
• Assist with budgeting purchase orders and invoice tracking
• Coordinate leadership meetings workshops and strategy sessions
• Maintain executive documentation and filing systems

Communication & Coordination

• Act as first point of contact between executive leadership and internal or external stakeholders
• Liaise with clients partners and service providers on behalf of the executive team
• Manage internal communication regarding business initiatives and schedules
• Draft formal correspondence and communication for executives

Project & Operational Support

• Assist in tracking project timelines deliverables and follow ups across leadership priorities
• Support onboarding and leadership related HR processes
• Coordinate team events culture initiatives and internal engagement activities

Skills & Competencies

• Strong organisational and time management skills
• Excellent written and verbal communication
• Ability to work under pressure and meet deadlines
• High level of professionalism polish and confidentiality
• Strong interpersonal and stakeholder management skills
• Ability to use initiative and make decisions independently
• A refined detail oriented approach suited to a sophisticated design led environment

Technical Skills (Preferred)

• Advanced MS Office (Word Excel PowerPoint)
• Familiarity with collaboration and project management tools such as Slack or similar
• Understanding of procurement or vendor management processes
• Company secretary experience is an advantage

Qualifications & Experience

• 3 to 5 years experience as a Personal Assistant or Executive Assistant to senior leadership
• Proven experience managing both professional and personal support for executives
• Experience working in a digital creative or agency environment preferred
• Relevant administration or business qualification advantageous

Personal Attributes

• Professional proactive and impeccably organised
• Meticulous attention to detail
• Handles confidential and personal matters with sensitivity and tact
• Flexible adaptable and comfortable managing shifting priorities
• Client and service oriented with a polished sophisticated manner
• Able to thrive in a fast paced creative and evolving environment

Why Join Us

• Work closely with innovative and strategic leaders in a studio style agency setting
• Exposure to digital transformation and high profile client projects
• Professional development and learning opportunities
• A refined collaborative and fast moving agency environment