Executive Personal Assistant at Woodlands Dairy

• We are seeking a highly competent and professional Executive Personal Assistant to provide comprehensive administrative and clerical support to the CEO, assigned Exco Members, and ad hoc support to the Chairman of the Board. The successful candidate will be responsible for ensuring seamless communication, efficient scheduling, and effective coordination of executive functions, while maintaining the highest standards of confidentiality and professionalism.

Key Performance Areas

• Act as the point of contact between the CEO, Exco members, and internal/external stakeholders.
• Facilitate effective communication lines and ensure priority matters are flagged.
• Receive and screen visitors and employees requesting meetings.
• Manage incoming communication and attend to matters not requiring escalation.
• Schedule and coordinate calendars, meetings, and board/committee sessions, including travel and accommodation.
• Maintain an orderly document management system.
• Prepare monthly and ad hoc reports/presentations, including research where required.
• Compile and distribute correspondence, memos, and emails.
• Proofread and edit reports and correspondence.
• Attend meetings, take minutes, and distribute to relevant parties.
• Manage electronic purchase orders and payments.
• Ensure office supplies are available.
• Source, collate, and proofread submissions for the company newsletter.
• Manage visitor PPE and arrangements.
• Coordinate cost-effective travel arrangements for the CEO, Exco members, and their departments.
• Compile documentation for invoicing and finance submissions related to travel.

Knowledge & Skills

• Minimum of Matric; a relevant tertiary qualification in Office Administration, Business Administration, Public Management, or a related field is strongly preferred.
• At least 8–10 years’ experience in a similar role, including substantial experience supporting a CEO, Board, Exco members, or other senior executives in a high-pressure environment.
• Advanced proficiency in MS Office (Word, Excel, PowerPoint, Outlook, Teams), with the ability to prepare executive-quality reports, presentations, dashboards, and correspondence.
• Strong English proficiency with ability to proofread and edit senior management reports.
• Accuracy, attention to detail, and deadline-driven approach.
• Professional demeanour with ability to interact across all levels of the organisation.
• Ability to always maintain privacy and confidentiality.
• Willingness to work overtime when required.
• Valid Code B driver’s license, preferably with own vehicle.