Executive Assistant (Chief People Officer & Chief Brand Officer) (JHB Illovo) at BDO South Africa

Primary Purpose of the Role


The Executive Assistant provides high-level, professional, and confidential administrative, secretarial, and operational support to the Chief People Officer (CPO) and Chief Brand Officer (CBO). The role ensures efficient coordination of executive activities, effective communication flow, and seamless management of strategic and operational priorities.


Key Duties and Responsibilities

Executive & Office Management


Provide comprehensive administrative and secretarial support to the CPO and CBO in a professional and confidential manner
Establish, implement, maintain, and continuously improve administrative systems, processes, and procedures
Act as a key gatekeeper, managing access to the CPO and CBO while resolving general queries and escalating where required
Manage and coordinate complex calendars, including scheduling meetings, appointments, and conferences
Oversee and administer leave management for the CPO, CBO, and their direct reports
Process payment requests, expense claims, company credit card reconciliations, and other finance-related administrative tasks
Coordinate national travel arrangements, including bookings, itineraries, and logistics
Support with ad hoc administrative and operational tasks as required


Communication & Stakeholder Management


Build and maintain strong, professional relationships with internal and external stakeholders
Conduct research and prepare reports, presentations, submissions, and executive correspondence
Review, prioritise, and manage incoming correspondence (emails, letters, memoranda) and prepare items for executive sign-off
Maintain awareness of key priorities, projects, and issues within the CPO and CBO portfolios
Conduct daily alignment check-ins with the CPO and CBO to confirm priorities and schedules
Screen calls and emails, respond to routine queries, and manage meeting requests
Ensure timely and professional handling of all correspondence
Provide direct support in:
Preparing presentations
Collating reports and data
Drafting memorandums and communications


Meeting & Coordination Support


Coordinate and schedule internal and external meetings, workshops, and feedback sessions
Manage all meeting logistics (venues, technology, materials, catering, etc.)
Prepare agendas, documentation, and presentation packs
Capture key discussion points, decisions, and action items where required
Track and follow up on action items to ensure accountability and delivery
Compile and distribute meeting outcomes, inputs, and feedback
Liaise with stakeholders to gather information and ensure alignment on deliverables


Project & Operational Support


Provide administrative and coordination support for strategic initiatives and functional projects
Track project progress and monitor timelines, risks, and deliverables
Ensure effective communication of project updates to relevant stakeholders
Support the execution of key People and Brand initiatives
Project coordinator for activities and actions resulting from EXCO meetings


Requirements

Qualifications:


National Diploma - Administration and Office Support or other relevant Secretarial/Executive Assistant qualification


Requirements:


8+ years' experience as a Personal Assistant working with Executives in a professional services firm
A mature individual who appreciates the dynamics of and confidentiality required when working with C Suite Executives


Technical Competencies:


Advanced MS office (particularly Excel and PowerPoint)
Database Management
Record keeping
Excellent written and verbal communication skills
Ability to prioritise and work under pressure
Problem solving and analytical thinking skills
Highly organised, detail oriented and able to multitask
A team player with well-developed interpersonal skills


BDO Core Competencies:


Relationships and Collaboration
Exceptional Client Service
Business Growth
Engaging people
Inclusive Agile Leadership
Quality, Risk management and Operational transformation