Executive Assistant

SUMMARY OF POSITION

The Executive Assistant (EA) is a strategically positioned, high-functioning professional who serves as the operational backbone of the executive team at ASI Connect. This role extends far beyond traditional secretarial support — the EA acts as a trusted partner to Executive Management, proactively anticipating needs, managing critical information flows, and ensuring executive capacity is directed toward high-value priorities. In addition to executive support, the EA carries full accountability for the management of the office reception environment and switchboard function, setting the standard for the first impression ASI Connect makes on clients, visitors, and business partners. This position demands exceptional judgement, discretion, commercial acumen, and the ability to operate with a high degree of autonomy.

ROLES AND RESPONSIBILITIES

Executive Partnership & Strategic Support

• Serve as the primary point of coordination for the executive team, acting as a proactive enabler of executive productivity.
• Manage complex, multi-stakeholder diaries — scheduling meetings, resolving conflicts, and ensuring executives are appropriately prepared for commitments.
• Monitor, triage and respond to executive email correspondence with professionalism and sound judgement; flag urgent matters and draft responses on behalf of the executive.
• Anticipate executive needs and take initiative to resolve issues before they escalate to executive attention.
• Prepare high-quality briefing packs, board packs, reports, presentations and correspondence for Exco, Director and Board-level engagements.
• Conduct research and compile relevant business intelligence, competitor insights or operational data as required to support executive decision-making.
• Manage all travel logistics including flights, accommodation, transfers, visas, itineraries and relevant documentation ensuring cost-efficiency and seamless execution.
• Remind executives proactively of upcoming deadlines, deliverables and time-sensitive obligations.

Communication & Information Management

• Prepare, proofread and distribute professional correspondence including letters, reports, memorandums and documentation to an impeccable standard.
• Read, analyse and distribute incoming memos, submissions and reports; synthesise key information and present concise summaries where required.
• Maintain well-organised filing and records management systems (physical and digital) ensuring documents are accessible, version-controlled and secure.
• Liaise professionally with clients, contractors, suppliers and employees on behalf of the executive team.

Meeting Management & Event Coordination

• Assist with meeting coordination where required.
• Prepare meeting agendas, pre-read packs and logistics well in advance; ensure all attendees are appropriately informed and prepared.
• Record and distribute accurate, professionally formatted minutes when required.
• Track action items arising from meetings; follow up with owners and report progress to executives.
• Plan, coordinate and execute company events, staff functions, client engagements and strategic offsites from concept through to delivery, as required.
• Manage vendors, venues and logistics for events, ensuring quality execution within approved budgets.

Reception & Switchboard Management

• Oversee and ensure the professional management of the office reception environment as the face of ASI Connect.
• Welcome visitors, clients and business partners warmly and professionally; ensure they are attended to promptly and directed appropriately.
• Manage the switchboard — screen, route and relay calls and messages efficiently and courteously; resolve client queries at first point of contact where possible.
• Report faulty telephone equipment, copiers and line faults to IT for resolution.
• Ensure the reception area and client-facing spaces are maintained to an immaculate standard at all times; oversee cleaning staff duties in these areas.
• Organise refreshments and hospitality for meetings, executive visitors and functions.
• Receive, log and distribute incoming courier packages; arrange outgoing collections and maintain accurate waybill records.

Office & Operational Management

• Manage stationery, office supplies and furniture procurement — sourcing, ordering, and maintaining accurate inventory records.
• Identify operational inefficiencies and propose practical improvements to executive office processes and systems.
• Maintain oversight of facility-related matters and coordinate with relevant service providers.
• Assist with procurement, supplier liaison and contract administration as directed.

Any other reasonable duties and responsibilities in line with your capabilities and at the request of your Superior

JOB REQUIREMENTS

• Minimum Grade 12; a tertiary qualification in Business Administration, Secretarial Studies or a related field is advantageous.
• Minimum 2 years' experience in an Executive Assistant or Senior Personal Assistant role.
• Demonstrable experience managing complex executive diaries, correspondence and multi-stakeholder coordination.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) at an intermediate level; experience with MS Teams and SharePoint is advantageous.
• Experience with Acumatica or equivalent ERP systems is advantageous.
• Excellent verbal and written communication skills in English — capable of producing board-ready documents independently.
• Valid driver's licence and own reliable vehicle.

BEHAVIOURAL REQUIREMENTS

• Exceptionally proactive — consistently anticipates needs and acts ahead of instruction.
• High emotional intelligence; able to build trust, manage sensitive information with absolute discretion, and navigate complex interpersonal dynamics with poise.
• Outstanding organisational skills with the ability to manage multiple high-priority workstreams simultaneously without loss of quality or accuracy.
• Performs calmly and effectively under pressure, managing deadlines and competing priorities with composure.
• Exceptional attention to detail; produces work to an impeccable standard first time.
• Strong commercial awareness and business acumen — understands the broader organisational context and aligns actions accordingly.
• Takes initiative and accountability; does not wait to be told — identifies what needs to be done and does it.
• Consistently maintains the highest standard of professionalism in presentation, conduct and communication.
• Demonstrates integrity, honesty and reliability in all dealings, internal and external.
• Collaborative team player who supports colleagues and contributes positively to team culture.
• Resilient, adaptable and open to evolving responsibilities in a dynamic environment.
• Must conduct themselves with the utmost respect towards the Company, Clients, Suppliers, Contractors and fellow employees.

Job Type: Full-time

Application Question(s):

• What is your salary expectation for this position?
• Do you have a roadworthy vehicle?

Education:

• High School (matric) (Required)

Experience:

• Executive / Senior Personal Assistant: 2 years (Required)

License/Certification:

• drivers license? (Required)

Work Location: In person