South African National Clinical Trials Register

We’re Hiring – Personal Assistant to the CEO


The Personal Assistant to the BLOODSA Chief Executive Officer (CEO), manage the office the CEO, including related industry portfolios, and act as the “right hand” where required. 

The function requires:

  • An individual with a proven track record in the healthcare sector.
  • A strong pleasant personality – able to communicate with employees, collaboration and business partners.
  • Assertive, pro-active, efficient and accurate (dot the i’s and cross the t’s).
  • Takes charge of the office and admin.
  • Be prepared to go the extra mile.

We require a mature candidate who has had exposure in all of the above fields.


Personal Assistant Function.

  • Assist the CEO in the timely management of communications (including written, telephone, email, and voicemail).
    • Keep a record of all requests directed from the CEO to the executive team.
    • Make appointments and manage diary.
    • Make travel arrangements and bookings.
    • Make travel arrangements and bookings.
    • Screen telephone calls and emails.
    • Take charge of every situation that arises.
  • Compose and edit letters, documents, emails, proposals and ensure follow up with those that require answers, responses, and written replies.
  • Assist in the management and organization of the CEOs calendar by scheduling appointments, meetings, engagements, and daily activities, including running errands.
    • Maintain a schedule of recurring meetings.
    • Preparing for meetings.
    • Attend and take minutes at executive team meetings.
    • Student liaison.
  • Manage the flow of information through the CEO’s office.
  • Promote a positive PR image for the “office of the CEO”.
  • Typing, formatting, and editing reports, documents, and presentations.
  • Entering data, maintaining databases, and keeping records.
  • Assist in file organization via Dropbox.
  • Coordinate the hosting of in-house events.
  • Web site administration.
  • Perform variety of office and personal errands.

National Educational Platform

  • Maintain list of participants for each of the educational programs.
  • Schedule educational event activities.
  • Administer educational recordings and publish them on the National Educational online platform.
  • Administer Continuous Professional Development (CPD) points and HPCSA accreditation.

Bookkeeper Function

In collaboration with the Chief Financial Officer (CFO):

  • Perform basic Xero Accounting functions (Xero online).
    • Debtors
    • Creditors
  • Maintain an up-to-date asset register.
  • Coordinate, report and administer grants and funding applications.
  • Coordinate and administrate travel requests, bookings, subsistence and related expenses.

Human Resources Function

  • Process Salaries through BLOODSAs Remuneration and HR Outsourcing Services partner.
  • Maintain accurate leave records.
  • Maintain personnel contracts and records.

Project Administration Function

  • Initiate, manage and coordinate in-house projects.
  • Perform project reporting.


  • Excellent communication skills (written and verbal).
  • Extremely detail oriented to ensure accuracy and quality across all tasks.
  • Excellent people skills.
  • Professional dress code.
  • Must be flexible and willing to work extra time during busy times and on call during weekends and after business hours.
  • Must demonstrate a can-do attitude.
  • Must be able to complete tasks thoroughly and accurately, sometimes with little direction.
  • Ability to read and interpret various documents.
  • Ability to speak effectively among executives, clients, students, and colleagues.
  • Ability to resolve complex administrative problems independently and perform tasks that are diverse and advanced.
  • High level of interpersonal skills to interact with colleagues and executives.
  • Ability to problem solve and follow through on a variety of tasks (creative problem solving).
  • Ability to work on business and personal items interchangeably.
  • Demonstrate highest level of ethics and ability to maintain confidentiality at all times with all situation and documentation.
  • Demonstrate strong knowledge and extensive use of Microsoft Office and/or Mac OS.


  • Qualification in secretarial work, office administration, or related training.
  • 3-5 years of experience as a personal assistant in the healthcare sector.
  • Extensive experience in creating documents and spreadsheets, using office software such as MS Word,
  • Excel, and PowerPoint.
  • Extensive experience in accounting, such as Xero Cloud Accounting, and online banking.
  • Experience in Human Resource management and payroll.
  • Advanced typing, note-taking, record keeping, and organisational skills.
  • Ability to manage internal and external correspondence.
  • Proficiency in appointment scheduling software such as MS Outlook.
  • Excellent written and verbal communication skills.
  • Exceptional interpersonal skills.

To apply, please send your CV and cover letter to

Please note that only shortlisted candidates will be contacted. Should you not receive feedback within 14 days, please accept your application as unsuccessful.

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