Executive Assistant to the CEO

Job Title: Executive Asisstant to the CEO

Company: WPP Media South Africa

Location: Johannesburg, South Africa

Reports To: The CEO

Role Summary

The Executive and Personal Assistant to WPP Media CEO plays a critical role in supporting the day-to-day functions and activities of the CEO. This individual has a diverse background and skillset with the ability to handle volume, pace, and complexity. The EA will be responsible for managing the CEOs schedules, coordinating travel arrangements, organising meetings, handling correspondence, and performing various admin tasks.

In addition, the individual will also work with the CEO to build the senior most reputation for the business, fostering positive relationships with external stakeholders, and effectively communicating and implementing all CEO led external facing initiatives and comms.

The purpose of the role is to provide comprehensive administrative support to the CEO and facilitate effective external communications and relations. The ideal candidate should be proactive, detail-oriented, and possess excellent communication and organizational skills.

About the role

The role will report directly to the WPP Media CEO. To provide comprehensive administrative support to the CEO and facilitate effective external relations activities under the capacity of Executive and Personal Assistant.

Administrative Support

• Manage and maintain CEO’s schedules, appointments, and travel arrangements.
• Arrange and coordinate meetings, conferences, and events initiated by the CEO.
• Prepare reports, presentations, and correspondence as needed.
• Handle incoming and outgoing communications on behalf of senior management.
• Maintain an organized system of saving and documenting important files and other material.
• Coordinate and manage WPP Media senior management meetings where requested by CEO, CFO & other leadership.
• Attend meetings on behalf of the CEO when required.
• Attend all CEO meetings, whenever requested to take minutes and actions (including monthly WPP Media EXCO/senior meeting).
• Follow up with CEO and other management on actions and reports required for meetings (including monthly WPP Media EXCO) to ensure deadlines are met and agreed actions are undertaken.

Personal assistance

• Handling personal daily tasks when required for the CEO.
• Works closely with the CEO to manage personal commitments that overlap with work commitments.

External Relationships & Communication

• Act as a liaison between the CEO and external stakeholders, including clients, partners, and vendors.
• Manage relationships with external parties to ensure effective communication and collaboration.
• Coordinate external meetings, events, and promotional activities on behalf of the CEO.
• Assist in drafting and distributing external communications, such as press releases, newsletters, and social media posts on behalf of the CEO.
• Monitor media coverage and prepare summaries or responses as required on competitive threats to WP Media to the CEO.
• Support the development and implementation of public relations strategies alongside the CEO with the marketing team.

Presentation and research

• Conduct research on industry trends, competitors, and market development to support CEO presentations when required.
• Prepare briefing materials and background documents for meetings and presentations.

Project management and coordination

• Support special projects and initiatives as assigned by the CEO.
• Track project progress and deadlines, ensuring timely completion of deliverables.

People management

• Manage, mentor, and oversee deliverables of reportees.
• Lead all department KPI’s.

General Support

• Handle confidential information with discretion and professionalism across teams and departments.
• Support projects or initiatives outside of core role as and when the business requires.

Skills and qualifications

• Proven experience as a Personal Assistant or similar role, preferably with exposure to external relations functions.
• Excellent organizational and time management skills.
• Proficiency in MS Office (Word, Excel, PowerPoint) and familiarity with communication tools.
• Ability to multitask and prioritize tasks effectively.
• Attention to detail and problem-solving skills.
• Bachelor’s degree OR a Qualification in Project Management, a related field, OR, 5 years+ experience in a similar environment.
• Ability to build and maintain relationships with diverse stakeholders.
• Strategic thinking and problem-solving abilities.
• Experience in crisis communication and reputation management is often preferred.
• Strong interpersonal skills and ability to work effectively with cross-functional teams.
• Ethical judgment and integrity in handling sensitive information.
• Willingness to assist colleagues and contribute to team success beyond primary responsibilities.
• Handling pressure and stressful situations calmly and effectively.
• Finding solutions and alternatives to challenges or obstacles that may arise in daily tasks.
• Being open to change and able to adjust to shifting priorities and situations.
• Maintaining a professional demeanor in all interactions and representing the CEO and organization positively.