Executive Assistant and Operations Coordinator

We are looking for a highly organised, professional, and proactive Personal Assistant to provide high-level administrative and operational support in a fast-paced environment. The successful candidate will play a critical role in ensuring the smooth day-to-day management of executive schedules, communications, meetings, travel arrangements, reporting and overall office coordination. This role requires exceptional attention to detail, strong communication skills, emotional intelligence and the ability to manage multiple priorities with discretion and professionalism. If you are solutions-driven, tech-savvy, adaptable and thrive in a demanding environment, this is an exciting opportunity to join a dynamic and growing team.

Duties and Responsibilities

Administrative Support
Handle day-to-day administrative tasks, including managing schedules, arranging appointments, coordinating travel, and organizing meetings to ensure smooth daily operations.

Communication Management
Screen and respond to emails, phone calls, and other forms of communication on behalf of the executive. Draft, proofread, and prepare professional correspondence and reports. Communicate effectively with internal and external stakeholders at all levels, including management and senior leadership.

Calendar & Diary Management
Manage and coordinate calendars, appointments, meetings, and events. Ensure timely reminders, follow-ups, and efficient scheduling to optimize executive productivity.

Meeting & Minutes Management
Coordinate meetings, prepare agendas, take accurate meeting minutes, track action items, and ensure follow-through on deliverables and deadlines.

Travel Arrangements
Arrange travel plans, including flights, accommodation, transportation, and itineraries. Ensure all travel logistics are effectively coordinated and communicated.

Document Preparation
Assist in the preparation of reports, presentations, spreadsheets, and other business documents. Ensure all materials are accurate, professional, and submitted timeously.

Data & Records Management
Maintain organized and up-to-date filing systems, databases, and records. Handle confidential and sensitive information with a high level of discretion and professionalism.

Task Prioritisation & Time Management
Manage multiple priorities effectively, ensuring deadlines are met in a fast-paced environment. Anticipate needs proactively and address tasks with minimal supervision.

Team Collaboration
Collaborate with team members, departments, and external stakeholders to facilitate smooth communication, coordination, and operational efficiency.

Problem Solving & Decision Support
Address and resolve routine administrative issues and escalate complex matters appropriately. Demonstrate sound judgement and emotional intelligence when handling challenging situations.

Reporting
Prepare and generate regular reports on key activities, outcomes, and performance metrics. Ensure accuracy and timely submission of reports to relevant stakeholders.

• Matric (Grade 12)
• Minimum 5 years' experience in Administration and Diary Management
• Proficient in Microsoft Office Suite, particularly Microsoft Excel
• Basic financial acumen with an understanding of general business terminology
• Experience preparing meeting agendas and taking minutes will be advantageous
• Exposure to AI-enabled workplace tools and general technology proficiency will be advantageous

• Conscientious, detail-oriented, and highly organised
• Strong verbal and written communication skills
• Ability to communicate professionally with management and senior-level stakeholders
• High level of discretion and confidentiality
• Strong emotional intelligence and ability to work effectively under pressure
• Excellent time management and prioritisation skills
• Strong administrative and coordination capabilities
• Technology proficient, including Microsoft Office and basic AI tools
• Proactive, adaptable, and solution-oriented approach
• Ability to work independently and collaboratively within a team environment