Executive Assistant

Responsibilities:

• Assists the CEO with daily administrative duties and completes a broad variety of administrative tasks that include managing an active calendar of appointments, composing and preparing correspondence, taking of minutes and compiling agendas and documents for meetings.
• Coordinates meetings and strategic activities with the senior management team and members of the company staff.
• Communicates on behalf of the CEO with members, and others, as directed.
• Conducts research and assembles materials needed for proposals.
• Drafts reports, letters, and other compliance document, prepares and coordinates oral and written communication.
• Assists with budget control, as directed.
• Manage complex executive calendars, including internal/external meetings, travel, and events.
• Anticipate conflicts, prioritize requests, and optimize time usage.
• Draft, proofread, and send emails or memos on behalf of executives.
• Screen calls, messages, and requests, escalating only what requires executive attention.
• Serve as a liaison between executives, employees, clients, and partners.
• Prepare agendas, talking points, and briefing documents.
• Collect and synthesize background materials ahead of meetings.
• Record minutes, track action items, and ensure follow-up.
• Coordinate domestic and international travel (flights, hotels, transportation).
• Prepare detailed itineraries and handle last-minute changes.
• Process reimbursements and expense reports.
• Assist with projects research support, data gathering, and report preparation.
• Track projects progress on executive priorities and initiatives.
• Manage confidential information with discretion.
• Maintain organized digital filing systems.
• Manage document version control and approvals.
• Support onboarding or offboarding of company staff as needed.
• Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, members, and external partners.
• Strong organisational skills that reflect the ability to perform and prioritise multiple tasks seamlessly with excellent attention to detail.
• Highly organized, detail-oriented, and proactive.
• Strong communicator with professional polish.
• Able to anticipate needs and problem-solve independently.
• Comfortable working in fast-paced, high-pressure environments.
• Reviewing the executive's calendar and preparing briefing notes for the day.
• Screen emails and calls, flagging urgent items and drafting responses where appropriate.
• Coordinate meetings and logistics, ensuring agendas, materials, and follow-ups are clear.
• Track executive priorities, following up with team members to ensure deliverables are met.
• Wrap the day by summarizing outstanding items, updating the calendar, and preparing tomorrow's agenda
• Coordinating the delivery of services provided by the Service Providers, including but not limited to scheduling; monitoring; evaluation of service delivery and payment
• Producing professional documents using MS Office
• Planning and tracking key business deliverables and reports through basic project management reporting
• Ability to conduct research and present data in a succinct and well-written manner.
• Ability to work independently and with professional discretion.
• Ability to work with a broad range of people including members, staff, colleagues of the CEO and staff, and others.
• Occasional travel may be involved.
• Own reliable transport and a valid driver's license is required.
• Valid passport

Management Liaison:

• Assists in scheduling meetings, takes minutes, and makes necessary arrangements for meetings as required.
• Assists in coordinating the agenda of senior management team meetings. Prepares an account of the meetings and designates and follows up on assigned action items.
• Supports Special Projects teams as set up by the CEO, with the preparation of documents and communications.
• Maintaining confidential files and documents.
• Ensuring a strict sense of confidentiality, discretion, and general knowledge/awareness of the industry and organization.

Administrative Support

• Real time email management and prioritization.
• Message management and telephone screening
• Guest reception
• Manage and facilitate the executive calendar to arrange appointments, meetings and conferences
• Prepare, review, proofread and edit documents prepared for the Executive signature
• Ensure that the Executive are well prepared for meetings.
• Devise and maintain office management systems, including data management and filing
• Administrative support during meetings in terms of accurate minute taking
• Document compilation and/or consolidation in line with various submission requirements
• Draft and complete reports that may require input from all departments and is presented to the Executive

Budget and Expense Management

• Assist the CEO with budget OPEX and CAPEX budget administration for various projects and departments.
• Ensure that expenditure documentation is checked and prepared in accordance with policies and procedures.
• Ensure that tax invoices and receipts are collected for payment purposes.
• Expenditure to be reconciled in accordance with source and reference data.
• Process reconciliations and payments within turnaround time.
• Process expense reports.
• Budget transfers.

Ideal Experience & Skills:

• Prior experience in high-growth startups, professional services, or executive-level support roles.
• Expert Level in Microsoft 365 Suite, including MS Word, Excel, SharePoint, Outlook, and PowerPoint.
• Ability to learn new software as required.
• Familiarity with collaboration tools (Slack, Teams, Asana/Trello/Jira).
• CRM systems, cloud filing systems.
• Experience handling sensitive or confidential information.
• Background supporting multiple executives simultaneously.
• Proficient knowledge of ERP/CRM (e.g., Dynamics/Zoho), Adobe/PDF tools for form filling and packaging, experience with vendor portals (NT eTender, municipal/provincial portals, state-owned entities, OEM partner portals).

Key Metrics for Success (KPIs):

• Calendar accuracy and minimized conflicts.
• Timely communication and follow-up on executive priorities.
• High satisfaction from executives and stakeholders.
• On-time completion of expense reporting and travel logistics.
• Reduced administrative burden on executives (measured by time freed).

Required Qualification & Experience (Minimum):

• Bachelor's degree (Business/Commerce/Administration/LLB) and an interest in Business Administration, Communication science, Industrial communication or Labor Relations/Law.
• Honors/Master's degree advantageous.
• A minimum of five (5) years' experience managing an executive office with three (3) years' experience as an executive assistant.
• Proficiency with Microsoft Office and Google Workspace.
• Experience managing complex calendars and travel itineraries.
• Excellent written and verbal communication.
• Experience with office administrative systems e.g. HR/ Procurement Systems
• Experience in the construction industry would be beneficial.
• Experience in contracts (JBCC and NEC) administration and financial administration.
• Knowledge of CIDB, PROCSA, Fee Scales, consultant's appointments.
• Experience in Project Management.
• Fluent in English and Afrikaans.

Job Type: Full-time

Pay: R20 000,00 - R30 000,00 per month

Education:

• Bachelors (Required)

Experience:

• managing an executive office : 5 years (Required)
• executive assistant: 3 years (Required)
• office administrative systems e.g. HR/ Procurement Systems: 3 years (Required)
• contracts (JBCC and NEC) administration : 3 years (Required)
• CIDB, PROCSA, Fee Scales, consultant's appointments: 3 years (Required)
• Project Management: 3 years (Required)
• • Expert Level in Microsoft 365 Suite: 3 years (Required)
• collaboration tools (Slack, Teams, Asana/Trello/Jira).: 3 years (Required)
• CRM systems, cloud filing systems: 3 years (Required)

Language:

• English and Afrikaans (Required)

License/Certification:

• Drivers' licence (Required)

Work Location: In person