Job Description

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We are looking for an experienced Executive Assistant with a proven ability to multitask and stay calm under pressure, delivering work with efficiency and accuracy. This role requires someone who is equally comfortable providing personal assistance, with a strong focus on supporting the CEO and, on occasion, other senior leaders.
This is a permanent, in-office position based in KZN, suited to individuals already living in the region. While it is a full-time role, there may be times when flexibility is required to manage tasks outside of standard working hours.
The ideal candidate will bring solid experience in document and business administration, as well as strong systems knowledge. Discretion and professionalism are essential, along with the maturity to handle confidential matters responsibly.
You will often oversee admin of projects, events management, and office / facilities management. You will serve as a key liaison between different departments, stakeholders, clients, and vendors, facilitating communication, coordination, and execution of tasks across multiple functions. A core expectation is to uphold high standards of professionalism and efficiency throughout the business.
Responsibilities:
Calendar and Diary Management:
Strategic thinking and management of diary.
Schedule long-term commitments and recurring meetings.
Establish daily routines for focused work and email management.
Set boundaries on availability expectations from co-workers.
Meeting Scheduling and Management:
Ensure thorough preparation, including agenda and logistics.
Confirm details and follow-up actions post-meeting.
Discerning in your approach to organise things according to priority and necessity.
Manage meeting room bookings.
Coordinate alternate meeting options and consider time zones.
Travel Booking Management:
Handle flight, accommodation, and transfer bookings.
Manage visa, vaccination, and airport tax requirements.
Build relationships and negotiate discounts.
Communication Handling:
Manage executive communications, including phone calls and messages.
Project a professional and ambassadorial attitude in interactions.
Creating Board/Exco Packs:
Engage with relevant parties for approvals and updates.
Effectively communicate with senior executives and stakeholders.
Review and revise board packs for accuracy and compliance.
Collect pertinent data, reports, and financial statements from different company departments.
Ability to collect and synthesise data and complex information and derive valuable insights.
Expense Management:
Reconcile credit card accounts and track budget.
Ensure compliance with regulations and obtain relevant approvals.
Monitor corporate card balance and report any fraudulent attempts.
Requirements
Please note that for this role your level of professionalism in all aspects will be both expected and valued.
This is a full-day, full-time, in-office role where your contribution to the business and the team by way of a solid work ethic is key.
Your desire to dress business smart and operate in an equally polished manner is required.

• Strong admin skills and attention to detail

• Accuracy

• Strong communication, telephonic, written and with clients

• Outlook and general Office 365 (specifically strong Excel skills, experience with MS Teams and SharePoint)

• CRM

• Comply with all business policies and procedures

• Reasonable, composed and willing

• An approachable and engaging communicator with the ability to be firm

• Strong written and verbal communication

• Administratively superb

• Budget management

• Time and deadline management

• Ability to multitask with ease

• Stakeholder coordination

Benefits

• Included in TCTC - group risk, a portion of medical aid, provident fund and 13th cheque

• Please note for this role: Background checks will be conducted and therefore a clear credit and criminal record are non-negotiable

• There will be personal tasks that will need to be completed, on an ad-hoc basis

Skills Required