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Executive Assistant – Frost Projects

Location:
Cape Town

Employment Type:
Full-Time

Reporting To:
Managing Director

The Executive Assistant will provide high-level administrative, financial, and operational support to the Managing Director and broader Frost Projects team. The role requires strong organisational ability, exceptional attention to detail, and the capacity to manage multiple work streams simultaneously. You will help streamline business operations, manage financial-admin processes, coordinate communications, and maintain an organised and efficient workflow across the company.

Financial & Administrative Management

  • Manage company bank accounts and execute all outgoing payments.
  • Issue customer invoices and ensure timeous follow-up.
  • Receive, organise, and file incoming supplier invoices.
  • Work closely with the accountant to ensure accuracy in monthly financial reconciliations.
  • Maintain proper filing systems for contracts, supplier documents, financial records, and project documentation.

Executive & Communication Support

  • Manage the Managing Director's email inbox and ensure priority items are addressed promptly.
  • Draft professional documents, proposals, and contracts.
  • Assist in internal team communication and ensure tasks and deadlines are tracked and followed up.
  • Prepare and update company profiles, reports, and templates.

Procurement Coordination

  • Assist in sourcing quotations, preparing comparative summaries, and managing procurement communication with suppliers.
  • Ensure supplier information, pricing, and documentation are properly recorded and accessible.

Digital & Marketing Administration

  • Update and maintain the company website, including adding new completed projects.
  • Manage the company's LinkedIn presence, including posting project updates, company announcements, and relevant industry content.
  • Support light content creation (basic copywriting, formatting, layout).

General Office & Operations Support

  • Manage and update internal tracking systems and project registers.
  • Support HR-related administration, including onboarding documents, employee records, and internal communication.
  • Coordinate meetings, schedules, and documentation requirements for ongoing projects.

Required Skills & Attributes

  • Highly organised with strong attention to detail.
  • Strong written communication skills.
  • Comfortable working with financial documents and executing payments.
  • Proactive, reliable, and capable of managing sensitive information with discretion.
  • Tech-savvy: confident with spreadsheets, online platforms, email systems, and content management.
  • Ability to work independently and prioritise effectively in a fast paced environment.