Job Description

Pep Vacancies – Executive Assistant to the CEO

Purpose of the Position:
The Executive Assistant to the CEO plays a pivotal role in ensuring the smooth and efficient operation of the CEO’s daily activities. This role reflects the CEO’s brand image and involves managing schedules, coordinating communication, handling confidential information, and providing essential administrative support to allow the CEO to focus on strategic decision-making and leadership.

Key Responsibilities:

• Manage the CEO’s Calendar: Schedule meetings and ensure proper time management.
• Act as a Liaison: Serve as the intermediary between the CEO and internal/external stakeholders, ensuring clear communication.
• Meeting Preparation: Organise and prepare agendas, presentations, and reports for meetings.
• Confidentiality: Handle confidential information with the utmost discretion and professionalism.
• Travel Arrangements: Assist with travel logistics and arrangements for the CEO.
• Proactive Support: Anticipate the needs of the CEO, solve problems, and provide effective solutions.
• General Administrative Tasks: Manage documents, phone calls, and email correspondence.
• Office Management: Oversee the smooth operation of the office.
• Budget Control: Assist with budget management.
• Exco Meeting Preparation: Prepare for Executive Committee meetings, strategy sessions, and conferences.
• Minute Taking: Take minutes during Exco meetings.
• Event Coordination: Assist with organizing social functions and events.
• Relationship Management: Maintain positive relationships with internal and external stakeholders.

Job Incumbent Requirements:

• Experience: 5 years of proven experience as a Personal Assistant, Executive Assistant, or in a similar role, ideally supporting senior executives.
• Education: Secretarial or Office Management Diploma.
• Skills:
  • Strong organizational and multitasking abilities.
  • Excellent communication and interpersonal skills.
  • Ability to work under pressure while maintaining attention to detail.
  • High level of professionalism, confidentiality, and discretion when handling sensitive information.
  • Proficiency in office software (e.g., Microsoft Office Suite, Google Workspace).
• Additional Experience:
  • Retail experience will be an advantage.
  • Knowledge and experience in travel arrangements.
  • Event coordination experience.
  • Strong service orientation and the ability to maintain good relationships.

Competencies:

• Accuracy
• Ability to perform under pressure
• Planning and creating support
• Organizational sensitivity
• Integrity
• Service-oriented
• Stress resistance

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