Executive Assistant

Job Description: Executive Assistant

Location: Richards Bay, KwaZulu-Natal

Employment Type: Contract

Position Overview

Our client is seeking a highly professional and experienced Executive Assistant to provide comprehensive administrative, organisational and executive support to the Regional General Manager and broader leadership team. The successful candidate will play a critical role in ensuring the efficient operation of the office, managing executive schedules, coordinating travel and events, and serving as a key liaison between internal and external stakeholders.

This role requires exceptional organisational skills, attention to detail, strong communication abilities, and the capacity to work independently in a fast-paced environment.

Key Responsibilities

Executive & Administrative Support

• Provide high-level administrative and secretarial support to senior management.
• Manage complex diaries, calendars and executive schedules.
• Coordinate and prioritise meetings, appointments and business engagements.
• Screen and direct telephone calls, emails and correspondence.
• Prepare reports, presentations, business correspondence and meeting documentation.
• Take and distribute meeting minutes where required.
• Maintain confidential records and documentation.

Office Management

• Manage the office during periods of leadership absence.
• Coordinate office operations to ensure smooth day-to-day functioning.
• Support departmental teams and provide guidance to administrative staff where required.
• Manage office supplies, equipment and related administration.
• Assist with invoice processing and document control.
• Coordinate venue bookings and event arrangements.

Travel & Logistics Coordination

• Arrange and coordinate domestic and international travel.
• Manage travel itineraries, accommodation, transport and visa requirements where applicable.
• Ensure all travel logistics are effectively planned and communicated.
• Coordinate executive travel schedules and related administrative requirements.

Stakeholder & Relationship Management

• Build and maintain strong relationships with internal and external stakeholders.
• Act as a key point of contact for visitors, clients, service providers and contractors.
• Coordinate and facilitate client visits and executive meetings.
• Address stakeholder requests and ensure timely resolution of queries.

Systems & Administration

• Maintain accurate departmental records and databases.
• Capture, update and administer information across various business systems.
• Ensure proper filing, record keeping and document management practices.
• Support reporting and information management requirements.

Health, Safety & Compliance

• Comply with all health, safety and environmental policies and procedures.
• Promote safe working practices and good housekeeping standards.
• Support departmental safety initiatives and audit requirements.
• Report unsafe conditions and incidents in accordance with company procedures.

Minimum Requirements

Qualifications

• Grade 12 / Matric (Essential).
• National Diploma in Secretarial Studies, Office Administration, Business Administration or related field (Essential).

Experience

• 3 to 5 years' experience in an Executive Assistant, Personal Assistant or Senior Administrative role.
• Proven experience supporting senior executives or management teams.
• Minimum 2 years' experience coordinating international travel arrangements and logistics.
• Experience managing executive diaries, meetings, travel and stakeholder communications.

Skills & Competencies

• Advanced MS Office Suite skills (Word, Excel, PowerPoint and Outlook).
• Excellent organisational and time management skills.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities and deadlines.
• High level of professionalism and confidentiality.
• Strong attention to detail and problem-solving ability.
• Ability to work independently and proactively.
• Excellent interpersonal and stakeholder management skills.

Key Competencies

• Planning and Organising
• Communication Skills
• Relationship Building
• Professionalism
• Attention to Detail
• Time Management
• Problem Solving
• Customer Focus
• Teamwork
• Initiative and Accountability

Ideal Candidate Profile

The ideal candidate will be an experienced Executive Assistant who has supported senior executives within a corporate, industrial, manufacturing, logistics, engineering, mining or similar environment. They will possess excellent administrative capabilities, strong travel coordination experience, and the ability to confidently interact with leadership, employees, contractors and external stakeholders.

Location: Richards Bay, KwaZulu-Natal .