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, Monday.com, 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