Executive Personal Assistant IT Department

Location: Cape Town 

Type: Full-time

Reports to: CIO / Head of IT / IT Director

Purpose of the Role

The Executive Personal Assistant (PA) provides high-level administrative and operational support to the IT Executive team. This role involves managing communication, coordinating projects, supporting departmental operations, and ensuring the IT leadership team functions efficiently and professionally.

Key Responsibilities

Executive Support

• Manage calendars, meetings, appointments, and travel arrangements for the IT Director / CIO

• Prepare presentations, reports, and documentation related to IT initiatives

• Coordinate executive briefings, board papers, and IT governance documentation

• Handle confidential information with discretion

Departmental Administration

• Support IT procurement processes (quotations, approvals, vendor contact)

• Assist with departmental budgeting, purchase orders, and invoice tracking

• Coordinate IT project meetings, workshops, and training sessions

• Maintain departmental documentation and filing systems

Communication & Coordination

• Act as first point of contact between IT leadership and internal stakeholders

• Liaise with vendors, partners, and service providers

• Manage internal communication regarding IT initiatives and schedules

• Draft formal correspondence and communication for executives

Project & Operational Support

• Assist in tracking project timelines, deliverables, and follow-ups

• Support IT onboarding and departmental HR processes

• Maintain asset and software inventory when required

• Coordinate IT team events, team-building and culture activities

Skills & Competencies

• Strong organisational and time-management skills

• Excellent written and verbal communication

• Ability to work under pressure and meet deadlines

• High level of professionalism and confidentiality

• Strong interpersonal and stakeholder management skills

• Ability to use initiative and make decisions independently

Technical Skills (Preferred)

• Advanced MS Office (Word, Excel, PowerPoint)

• Familiarity with IT terminology and basic technical concepts

• Experience with IT ticketing systems or ITSM platforms (advantage)

• Understanding of procurement or vendor management processes

Qualifications & Experience

• 35 years PA, Executive Assistant or Office Management experience

• Experience supporting senior leadership (required)

• Experience working in IT or technology environments (preferred)

• Relevant office administration or business qualification advantageous

Personal Attributes

• Professional, proactive and organised

• Attention to detail

• Handles confidential matters sensitively

• Flexible and adaptable

• Customer-service oriented

• Able to work in a fast-paced technical environment

Why Join Our IT Department

• Work closely with innovative and technical leaders

• Exposure to digital transformation projects

• Professional development and learning opportunities

• Collaborative and evolving technology environment