Role Summary

Provide high-level administrative support to the Director to ensure smooth day-to-day operations, effective communication, and efficient coordination of executive-level activities. Act as a key liaison with internal/external stakeholders and handle sensitive information with discretion.

Minimum Requirements

Bachelor's degree in business administration (or related)

• Minimum 3 years' experience as an Executive Assistant
• Proficient in MS Office (Word, Excel, PowerPoint, Outlook, Teams)
• Valid driver's license + own transport (essential)
• Advantageous: industry knowledge/familiarity; basic contract administration; basic social media & marketing engagement experience

What You'll Be Responsible For

Executive Administrative Support

• Manage the Directors diary/appointments (including personal engagements); confirm daily priorities and reschedule when needed
• Stay across matters the Director is handling to support priorities and enable quick responses
• Screen, prioritise and manage all incoming/outgoing communication; ensure correspondence is dealt with timeously
• Draft/edit executive-level documents (memos, proposals, etc.)
• Maintain confidential records, documents and files
• Coordinate business travel (flights, accommodation, transport)
• Implement and maintain admin systems/procedures for the Director; proactively support urgent issues

Stakeholder & Communication Management

• First point of contact for the Director; handle enquiries (in person/electronic) and screen calls
• Liaise with executives, board members and clients; coordinate internal/external meetings and keep stakeholders informed
• Build and maintain stakeholder relationships; exchange/obtain information for senior management and external clients/suppliers
• Monitor social media accounts: post/schedule content, basic creative design, follow up sales calls, engage social media leads

Meetings, Minutes, Events

• Organise executive/board/strategy meetings; prepare agendas, presentations and reports
• Manage logistics (venue, catering, materials) and distribute agendas/supporting documents timeously
• Take minutes, compile minutes (incl. from audio dictation), distribute minutes, and track/follow up actions, inputs, decisions and deliverables
• Plan and coordinate executive-level business events and networking engagements

Office & Admin Management

• Maintain a professional executive office environment; oversee office equipment/supplies and admin systems related to the Director
• Ensure admin policies/procedures are followed; guide/support reception and office admin personnel; resolve general queries promptly
• Assist the Director to identify system issues in the daily running of the business
• Assist with receptionist duties until a receptionist is appointed / when on leave

Basic Finance & Projects

• Manage petty cash; track and process the Directors expenses for accurate reporting
• Support research/data collection for business development; manage projects (timelines/deliverables/progress) and coordinate across departments

Standards / What Great Looks Like

• Professionalism & confidentiality; proactive, efficient, organised, detail-focused, strong time management
• Excellent communication; professional presentation/office attire; exceptional client service; team player
• Problem-solving & analytical thinking; conscientious, resilient; able to work independently; initiative; adaptable
• Work to company policies/standards, flag unresolved issues/deadlines in time, and follow the company dress code