Overview
Personal Assistant to CEO Jobs in Cape Town, South Africa at InvisionHR
Summary: Create capacity for the CEO by taking ownership of administrative, coordination, and follow-up responsibilities. Act as an extension of the CEO, understanding how he works, thinks, and communicates, and assist accordingly. Serve as a central coordination point between CEO and the business, ensuring alignment, execution, and that nothing is missed, delayed, or forgotten.
Reports to:
Business Owner / CEO
Location: Stikland, Cape Town
Schedule: Monday – Fridays, 08:00-16:30 (In-office with hybrid flexibility)
Requirements
Responsibilities:
Email & Communication Management
- Manage, organise, and prioritise emails
- Draft, respond to, and follow up on certain emails on CEO’s behalf
- Filter non-essential communication and escalate priority matters
- Act as a central point of contact between CEO and stakeholders
Diary & Schedule Management
- Manage and maintain CEO’s calendar
- Schedule meetings, appointments, and reminders
- Protect and optimise CEO’s time
Task & Priority Management
- Maintain and track CEO task list and priorities
- Follow up with team members to ensure execution
- Monitor deadlines and ensure completion of tasks
- Ensure nothing falls through the cracks
Meeting Coordination & Administration
- Prepare meeting agendas and supporting documentation
- Attend meetings where required and take minutes
- Distribute notes and track action items
- Ensure follow-through on decisions made
General Administration
- Perform day-to-day administrative tasks
- Prepare reports, summaries, and basic presentations
- Assist with drafting and formatting documents (SOPs, policies, reports)
- Maintain accurate and organised records
Document Control & Record Keeping
- Maintain central filing systems (Microsoft Teams/Drive)
- Ensure documents are updated, accurate, and correctly stored
- Maintain version control of policies, SOPs, and key documents
Authority & Execution Support
- Execute tasks and instructions on behalf of CEO
- Communicate decisions and instructions to relevant team members
- Sign standard documents on CEO’s behalf where formally authorised
- Drive execution across departments where required
Departmental Support (Procurement, Finance & HR)
- Provide general administrative and coordination support across Procurement, Finance, and HR
- Assist with day-to-day tasks, follow-ups, and communication within these departments
- Support processes and ensure tasks are completed and aligned
- Provide backup support where required
Personal Support
- Manage personal administrative tasks (appointments, reminders, bookings)
- Handle ad-hoc personal tasks to improve overall efficiency
Competencies:
- Professional and personally mature
- High level of discretion and confidentiality
- Strong interpersonal and communication skills
- Excellent attention to detail and accuracy
- Proactive and action-orientated
- Self-driven, independent worker and reliable
- Strong sense of ownership and accountability
- Strong planning and organisational skills
Minimum requirements:
- Minimum 5 years of experience as a Personal Assistant, Executive Assistant, or similar role
- Tech savvy and proficient in Microsoft Office (Outlook, Word, Excel, Teams)
- Valid South African driver’s license
- Fluent in English (Afrikaans advantageous)
Our ideal candidate will:
A successful PA will:
Title: Personal Assistant to CEO
Company: InvisionHR
Location: Cape Town, South Africa
Category: