Executive Assistant to CEO (Pretoria) at South African Maritime Safety Authority

KEY PERFORMANCE AREAS

• Manage and prioritize the CEO’s complex calendar, scheduling meetings, appointments, and events while resolving conflicts efficiently and diplomatically. 
• Act as the primary point of contact for internal and external stakeholders, including government officials, executive management, senior management, partners, and sector representatives.
• Ensure timely, clear, and effective communication, and\or delegate appropriately all correspondence that comes through the CEO’s office.
• Organize all travel logistics, including flights, accommodation, and transportation, ensuring efficiency, cost-effectiveness, and optimization of the CEO’s time. 
• Prepare, review, and organize documents, reports, presentations, and other materials for the CEO’s meetings, including board reports and strategic plans. 
• Prepare agendas, take minutes, and follow up on CEO meeting action points to ensure accountability and progress.
• Manage both electronic and documents filing systems, as well as taking steps to ensure that the CEO's office is in compliance with all applicable record-keeping requirements.
• Handle sensitive and confidential information with utmost discretion and professionalism in compliance with POPIA and other applicable guidelines.
• Coordinate and support key projects and initiatives driven by the CEO's office, liaise with multiple departments and external partners.
• Provide broad administrative support to ensure the CEO’s office is organized, effective, and aligned with SAMSA’s vision and values.

Requirements
QUALIFICATIONS

• National Diploma in Business Administration\ Public Administration\ Business Management (NQF 6)
• Bachelor's degree in business administration\ Public Administration\ Business Management would be an added advantage (NQF 7)

EXEPERIENCE AND KNOWLEDGE

• 5 to 7 years' experience as an Executive Assistant or Personal Assistant in executive support roles, of which experience in supporting the CEO is preferred.
• Ability to managing complex executive schedules, confidential documentation, and multi-stakeholder communications.
• data analysis and report writing, communication and/or public relations

KEY COMPETENCIES AND SKILLS

• Advanced Organizational and Time Management Skills: Ability to manage complex calendars, prioritize competing demands, and coordinate appointments and events efficiently, ensuring optimal use of the CEO’s time.
• Exceptional Communication Skills: Proficiency in professional written and verbal communication, including drafting clear correspondence and engaging effectively with diverse stakeholders such as government officials, senior management, and external partners.
• Confidentiality and Discretion: Handling sensitive information with the utmost professionalism in compliance with POPIA and corporate governance principles.
• Stakeholder Management and Liaison: Skilled in facilitating seamless interaction between internal teams, executive leadership, and external stakeholders, fostering collaboration aligned with SAMSA’s strategic priorities.
• Technical Proficiency: Advanced Microsoft Office skills, familiarity with virtual meeting platforms, and ability to create presentations, reports, and board materials.
• Governance and Compliance Awareness: Knowledge of PFMA and POPIA regulations, ensuring adherence to financial controls, record-keeping, and data protection within the CEO’s office.
• Problem-Solving and Adaptability: Capacity to address unexpected challenges, re-prioritize tasks, and maintain composure under pressure, supporting agile decision-making.
• Research and Analytical Abilities: Conduct research and synthesize information relevant to maritime safety, regulatory developments, and organizational initiatives.
• Project Coordination: Experience supporting complex projects and cross-departmental collaboration to drive CEO-led initiatives.
• Interpersonal and Emotional Intelligence: Ability to build trust, manage relationships sensitively, and adapt communication styles to varied audiences and situations.
• Professionalism and Leadership Presence: Exhibiting accountability, initiative, and a proactive mindset while representing the CEO’s office with integrity and confidence.