Executive Assistant

Location: Ottery Western Cape

Purpose of the Role

Provide comprehensive administrative and secretarial support to the Chief Executive Officer (CEO), ensuring confidentiality, efficiency, and seamless communication across the organization. This role involves coordination of executive activities, managing critical business processes, and supporting operational efficiency.

• Manage purchasing authorization processes from submission of purchase orders to invoice approval.
• Organize local and international travel arrangements for the CEO, including trade fairs and event attendance.
• Handle Forex management linked to international travel and import processes.
• Assist in developing and implementing administrative standards, policies, and procedures.

• Communicate directives from the CEO to executives, managers, and other personnel, following up on assignments.
• Receive, screen, and direct calls, visitors, mail, and email.
• Maintain files, records, calendars, and diaries.
• Control filing of contracts, service level agreements (SLAs), property plans, and related documentation.
• Coordinate meetings, including board preparations, report submissions, and catering arrangements.
• Prepare draft presentations and supporting materials for meetings.
• Take minutes and track agendas and follow-ups for key meetings.
• Manage CEO expense claims

• Oversee vehicle insurance portfolio, including additions, removals, and claims.
• Manage company-wide insurance coverage.
• Arrange marine and transit cover when necessary.

• Manage import payments, verify documentation, and facilitate Forex purchases.
• Work with Finance to determine cash flow for large purchases, obtain authorization, and book FEC.
• Reconcile transactions with bank statements on a bi-weekly basis.

• Plan and manage large-scale internal and external events, including company Indabas and special events.

• Assess strengths and development areas, taking proactive steps for professional growth.

• Education: Matric (Grade 12) and Diploma in Legal Secretarial or Paralegal.
• Experience: Minimum of 5 years in a related administrative or executive support role.

• Strong proficiency in Microsoft Office Suite.
• Knowledge of office administration and imports processing.
• Excellent organizational, problem-solving, and leadership skills.
• High level of verbal and written communication skills in English and Afrikaans.
• Strong attention to detail and ability to act decisively.
• High emotional intelligence and interpersonal skills.
• Ability to establish and develop supportive teams.
• Business acumen and entrepreneurial mindset.

• Responsible for all activities linked to the position.
• Maintain standards, practices, policies, and procedures as defined.
• Manage company credit card responsibly.
• Escalate issues appropriately and ensure operational continuity.

• Maintain transparent, responsive, and open communication across all levels of the organization.
• Respond to emails within 24 hours and provide guidance to teams as required.
• Foster effective communication between management, subordinates, and external stakeholders.