Job Description

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

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