Personal assistant -Head of Projects Division

**PERSONAL ASSISTANT TO THE HEAD OF PROJECTS DIVISION** **Position Title:** Personal Assistant – Head of Projects Division **Reports to:** Head of Projects Division **Primary Executive Supported:** Natasha **Functional Interfaces:** * Chief Executive Officer (CEO) * Chief People Officer (CPO) * Group Financial Director (FD) * Regional HR Managers * Project Managers \& Site Leads * Finance, Procurement, and Operations Teams **Scope:** Group\-wide Projects Division **1\. ROLE PURPOSE** The Personal Assistant to the Head of Projects Division provides **high\-level executive, operational, and coordination support** to ensure the effective running of the Projects portfolio. This role is responsible for **protecting executive time, ensuring execution discipline, maintaining information flow, and enabling operational effectiveness** across multiple projects, sites, and stakeholders. The role operates in a **fast\-paced, deadline\-driven, and compliance\-sensitive environment** and requires absolute discretion, strong judgement, and proactive execution. **2\. KEY RESPONSIBILITIES** **A. Executive \& Operational Support** * Provide direct, proactive support to the Head of Projects Division in all day\-to\-day activities. * Manage complex calendars, scheduling, and prioritisation across multiple projects and stakeholders. * Prepare, collate, and follow up on executive correspondence, reports, and action items. * Act as the primary gatekeeper and coordination point for the Head of Projects Division. **B. Project \& Portfolio Coordination** * Support coordination across multiple projects, including: * Meeting scheduling * Action tracking * Status reporting * Document control * Track project deliverables, deadlines, and follow\-ups to ensure execution discipline. * Assist with preparation of project updates, dashboards, and reports for Exco and senior leadership. * Maintain structured project documentation and filing systems. **C. Communication \& Stakeholder Management** * Serve as a professional liaison between the Head of Projects Division and internal/external stakeholders. * Ensure clear, accurate, and timely communication across project teams. * Follow up on commitments and ensure accountability across stakeholders. * Handle sensitive and confidential information with discretion and professionalism. **D. Governance, Compliance \& Administration** * Support compliance with internal governance processes, approvals, and reporting requirements. * Assist with preparation for audits, site visits, and compliance reviews. * Ensure documentation aligns with Group standards and record\-keeping requirements. * Support coordination with HR and Finance on: * Project staffing * Training schedules * Contract documentation * Cost tracking and approvals **E. Travel, Logistics \& Diary Management** * Coordinate travel arrangements, accommodation, and itineraries for the Head of Projects Division. * Prepare agendas, packs, and briefing notes ahead of meetings and site visits. * Ensure logistical readiness for project\-related meetings and reviews. **F. Problem\-Solving \& Proactive Support** * Anticipate challenges, bottlenecks, and scheduling conflicts before they escalate. * Take initiative to resolve administrative and coordination issues independently. * Escalate risks, delays, or critical matters appropriately and timeously. **3\. REQUIRED COMPETENCIES \& SKILLS** **Core Competencies** * Exceptional organisational and time\-management skills * Strong attention to detail and accuracy * High level of discretion, confidentiality, and professionalism * Ability to work under pressure and manage competing priorities * Strong written and verbal communication skills * Proactive, solutions\-oriented mindset **Technical \& Administrative Skills** * Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) * Strong document management and reporting capability * Experience working with project documentation and schedules * Comfort working with senior executives and operational teams **4\. QUALIFICATIONS \& EXPERIENCE** **Qualifications** * Relevant diploma or degree in Business Administration, Office Management, or related field (advantageous) **Experience** * Minimum **5\+ years’ experience** as a Personal Assistant or Executive Assistant at senior management level * Experience supporting executives in **projects, construction, engineering, or operations\-driven environments** advantageous * Proven experience managing complex diaries and multiple priorities * Exposure to compliance\-driven or multi\-site operations preferred **5\. BEHAVIOURAL ATTRIBUTES** * Calm, composed, and professional under pressure * Assertive when required, with strong interpersonal judgement * Loyal, dependable, and trustworthy * Detail\-oriented but able to see the bigger picture * Adaptable and resilient in dynamic environments **6\. KEY PERFORMANCE INDICATORS (KPIs)** * Effectiveness of executive time management * Accuracy and timeliness of documentation and follow\-ups * Stakeholder satisfaction and communication effectiveness * Meeting and action\-item completion rates * Compliance with governance and documentation standards * Proactive issue identification and resolution Please note that should you not receive feedback from us within two weeks, kindly consider your application unsuccessful. **FINAL ROLE STATEMENT** *“The Personal Assistant to the Head of Projects Division is a critical execution partner, enabling focus, discipline, and delivery across the Projects portfolio by ensuring structure, coordination, and operational efficiency at executive level.”* Job Type: Full\-time Application Question(s): * Are you available immediately? if not what is your notice period. * Have you supported a senior executive (EXCO, Director, or GM level) in a fast\-paced, multi\-branch environment? If yes, specify: Executive title(s) supported Industry Years of experience * Describe how you manage competing priorities when multiple executives, projects, and deadlines collide. What system or method do you use? * Have you coordinated multiple projects or portfolios simultaneously? If yes, explain how you: Track actions Monitor deadlines Follow up with stakeholders * Describe a situation where you handled highly confidential or sensitive information. How did you ensure discretion and professionalism? * What types of executive or project documentation have you prepared or maintained? (e.g. reports, dashboards, packs, minutes, trackers) * This role interfaces with CEOs, HR, Finance, Project Managers, and site teams. How do you manage communication when stakeholders have conflicting priorities? * Describe a time when: A deadline was at risk, or A meeting, site visit, or deliverable was about to fail What action did you personally take to resolve it? * Please list any qualification/s relevant to this role * As a PA, you are required to protect executive time. Give an example of when you had to push back, reprioritise, or say no on behalf of an executive. Work Location: In person