The main purpose: Reporting to the Chief Executive Officer, the Personal Assistant will provide administrative and secretarial support to the CEO Office.
Duration: 6-month Fixed Term Contract
Key responsibilities will include but are not limited to:
1. Administration and Management of CEO’s Schedule
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Manage and maintain the CEO's calendar, ensuring efficient scheduling of meetings, appointments, and business commitments.
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Coordinate and schedule meetings with internal staff, external stakeholders, clients, and business partners on behalf of the CEO.
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Prioritise and adjust the CEO's schedule to accommodate changing business needs, urgent matters, and strategic priorities.
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Monitor meeting logistics, prepare calendar reminders, and ensure the CEO is fully briefed and prepared for all engagements.
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Liaise with departments and external parties to confirm appointments, avoid scheduling conflicts, and optimise the CEO's time management.
2. Office Management
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Establish, maintain, and continuously improve office systems and administrative processes to ensure efficient day-to-day operations.
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Manage general office administration functions, ensuring a well-organised, professional, and productive work environment.
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Screen and prioritise incoming phone calls, enquiries, and requests, responding directly where appropriate and escalating matters as required.
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Draft, manage, and coordinate correspondence, communications, presentations, and other documentation on behalf of management.
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Provide administrative and coordination support for departmental and cross-functional projects, ensuring deadlines and deliverables are met.
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Manage office supplies, equipment, and stationery inventories, ensuring adequate stock levels while controlling expenditure within budget.
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Liaise with suppliers and service providers to ensure the smooth operation and maintenance of office facilities and resources.
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Coordinate, monitor, and follow up on projects, action items, and management reports with EXCO to ensure timely completion and effective communication.
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Provide ad hoc administrative support to the CEO’s office as required, including the preparation, compilation, and presentation of reports, presentations, and other documentation to support business operations and decision-making.
3. Management and Coordination of Executive, Leadership and MANCO (Combined) Meetings
- Develop and maintain an annual meeting planner covering Executive, Leadership, and MANCO (Management Committee) meetings, ensuring alignment with strategic governance calendars.
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Coordinate and schedule all Executive, Leadership, and MANCO meetings, taking into account availability, business priorities, and quorum requirements.
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Liaise with all relevant stakeholders to confirm attendance and ensure optimal participation from key decision-makers.
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Book and manage appropriate venues, boardrooms, or virtual meeting platforms, ensuring all technical and logistical requirements are in place.
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Arrange catering, refreshments, and working lunches for Executive, Leadership, and MANCO meetings as required.
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Prepare and circulate meeting invitations, calendars, and pre-reading materials within agreed timelines.
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Collaborate with the CEO and leadership team to compile structured agendas that reflect strategic, operational, and governance priorities.
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Collect, consolidate, and distribute reports, presentations, and supporting documentation required for meetings.
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Attend Executive, Leadership, and MANCO meetings to accurately capture minutes, key discussions, resolutions, and assigned action items.
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Maintain a detailed matters arising/action tracking register and ensure timely follow-up and closure of all assigned actions.
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Distribute accurate meeting minutes and action logs promptly after each meeting to relevant stakeholders.
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Maintain a centralised repository of agendas, minutes, decisions, and supporting documentation for governance, compliance, and audit purposes.
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Monitor and follow up with responsible parties to ensure all deliverables arising from meetings are completed within agreed deadlines
Minimum qualifications and experience:
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A National Senior Certificate / Matric Certificate (NQF Level 4).
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NQF Level 6 Diploma or Certificate in Office Administration, Secretarial Services, Business Administration, or a related field (advantageous).
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8-10 years of Personal Assistant and Office Management experience working within a corporate organization.
Skills and Attributes:
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Advanced level of PC literacy (MS Word, Excel and PowerPoint).
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Exceptional verbal and written language skills with a strong and ongoing customer focused approach.
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Basic knowledge of Corporate Governance and relevant legislation.
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Willingness to work outside normal working hours.
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Ability to work independently and proactively.
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Emotional maturity
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Demonstrated proactive approaches to problem-solving with strong decision-making capability.
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Highly resourceful team-player, with the ability to also be extremely effective independently
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Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
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Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
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Forward looking thinker, who actively seeks opportunities and proposes solutions.
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As the right-hand support to our Chief Executive Officer, you will be required to work independently as you manage the complex function of that office.
Kindly apply for this position through our applicant tracking system: https://cticc.recruitee.com/ before 17h00 on the 26 July 2026 by completing the Employment Application Form and submitting your highest qualifications and CV. Only shortlisted candidates and complete applications will be considered.
The CTICC is committed to Employment Equity and take the approved EE Plan into account during the recruitment process. Remuneration will be discussed with the successful candidate.
The CTICC reserves the right to close this advert at any given time and should you not hear from CTICC within 30 days consider your application unsuccessful.
For more information on the Cape Town International Convention Centre please visit: www.cticc.co.za
