Personal Assistant to CEO

Purpose of the Role

This role provides strategic, operational, and personal support to the CEO within a fast-paced and demanding management environment. The successful candidate will play a critical role in optimising the CEO’s effectiveness, ensuring smooth day-to-day operations, and enabling focus on strategic leadership and growth.

• Manage and optimise the CEO’s calendar in alignment with business priorities.
• Act as gatekeeper and facilitator, ensuring effective time utilisation.
• Track key business priorities, deadlines, and deliverables across divisions.
• Prepare high-quality briefing documents, reports, and summaries for meetings and engagements.
• Apply sound judgement in prioritisation and escalation of matters.
• Support strategic projects and initiatives across internal and external stakeholders.
• Coordinate the CEO’s travel itineraries including flights, hotel accommodation, transportation and other travel needs in collaboration with the Corporation’s Travel Function.
• In collaboration with the Travel Office, manage last‑minute changes, disruptions and time‑sensitive travel requirements across time zones.
• Maintain detailed travel profiles, preferences and records for seamless future coordination.
• Coordinate the CEO’s participation in conferences, events and international engagements.

• Manage communication on behalf of the CEO with professionalism and discretion.
• Build and maintain strong relationships with key stakeholders.
• Ensure consistent, high‑quality engagement aligned with the Corporation’s standards.

• Maintain confidential records, contracts and sensitive documentation.
• Manage expenses, budgets and financial administration.
• Oversee ad‑hoc projects and ensure delivery within agreed timelines.
• Ensure all administrative processes are efficient, accurate and up to date.

• Develop and maintain effective systems, trackers and workflows.
• Ensure documentation and communication are structured and accessible.
• Continuously improve processes to enhance efficiency and reduce operational challenges.

• The CEO’s time is optimised and aligned with strategic priorities.
• Travel and logistics are executed flawlessly with proactive planning.
• Communication is professional, timely and aligned with the Corporation’s standards.
• Meetings and deliverables are well‑coordinated with no gaps.
• The CEO is consistently well‑prepared for all engagements.
• Stakeholders experience professionalism, responsiveness and efficiency.
• The Person al Assistant operates as a trusted right‑hand and strategic partner.
• The overall efficiency and effectiveness of the CEO is significantly enhanced.

• ECIC Board
• ECIC Executives and Managers
• Regulatory Stakeholders
• ECIC Shareholder

• A Diploma or Degree in Administration or Business Management, or related field.
• A minimum of five years’ working experience at an executive level reporting to the CEO.
• High proficiency with the latest Windows applications.
• Proficient with Microsoft Office (Word, Excel at an advanced level, PowerPoint, Outlook).
• Financial administration and budgeting experience.

• Knowledge of efficient and effective office procedures.
• Strong proactive problem‑solving and organisational skills.
• Excellent knowledge of protocol and etiquette.
• Extensive skill in planning and organising, and in maintaining composure under pressure while meeting multiple deadlines.
• Exceptional writing skills; concept documents, reports (including analytical), memos, letters, presentations, etc. at different levels – Board, executives, staff and other key stakeholders.
• Strict attention to detail and deadline orientation.
• Well‑developed integrity, discretion and honesty.

• Problem Solving – Demonstrates basic problem‑solving skills and appropriately applies proven solutions.
• Customer Service Orientation – Willingness and ability to give priority to customers, delivering high‑quality services that meet their needs.
• Delivery – Translates business objectives into practical, prioritised and organised action plans; ensures plans are safely and successfully implemented.
• Conflict Resolution – Identifies and pushes for solutions in which all parties can benefit.
• Team Participation – Consistently offers relevant input to team discussions as issues are clarified and solutions are developed.
• Flexibility – Available to work more than ordinary business hours.
• Assertiveness – Demonstrates strong management qualities for the office of the CEO.

NOTE:

It is ECIC’s intention to promote equity through the filling of posts, according to the Employment Equity targets set.