Executive Assistant

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