Executive Assistant & Business Operations Coordinator

Executive Assistant & Business Operations Coordinator

Location: Cape Winelands

Employment Type: Full-Time

About Us

DB Studio is a premium cabinetry and bespoke joinery company specialising in luxury kitchens, wardrobes and custom joinery for discerning residential clients.

As our business continues to grow, we are looking for an exceptional individual who loves bringing order to chaos, keeping people accountable, and ensuring nothing falls through the cracks.

This is far more than a traditional Personal Assistant role. We are looking for someone who can become the operational backbone of our business.

The Role

You will work closely with the Managing Director, ensuring projects, people, meetings and priorities are coordinated efficiently while supporting the day-to-day operations of the business.

If you’re someone who naturally organises, plans ahead, follows through and enjoys helping a business run smoothly, we’d love to hear from you.

Key Responsibilities

Executive Support

• Manage the Managing Director’s diary and appointments
• Coordinate meetings, site visits and travel arrangements
• Prioritise emails and follow up on outstanding actions
• Prepare agendas and ensure deadlines are met

Project Coordination

• Maintain the company project calendar
• Track projects from quotation through to installation
• Coordinate communication between clients, suppliers, designers and installers
• Monitor progress and identify potential delays before they become problems

Office Administration

• Maintain organised digital filing systems
• Manage client documentation and contracts
• Assist with quotations, invoicing and CRM administration
• Ensure company records remain accurate and up to date

Human Resources

• Assist with recruitment and onboarding
• Maintain employee records
• Coordinate leave, performance reviews and training
• Help build and maintain a positive company culture

Business Systems

• Develop and improve office procedures
• Create checklists and Standard Operating Procedures (SOPs)
• Ensure tasks are completed on time and nothing is overlooked
• Drive accountability across the business

The Ideal Candidate

We’re looking for someone who is:

• Highly organised and detail-oriented
• Calm under pressure
• Proactive and self-motivated
• Professional and trustworthy
• Excellent at communicating with people
• Comfortable managing multiple priorities
• Confident using technology and business software
• Able to work independently while supporting a growing team

Essential Requirements

• Minimum 3 years’ experience in administration, executive support, operations or project coordination
• Excellent written and verbal communication skills
• Strong Microsoft Office and/or Google Workspace skills
• Excellent organisational and time-management abilities
• Valid driver’s licence
• Own reliable transport

Experience with CRM systems, project management software or ERP systems such as Odoo will be advantageous.

What We Offer

• Opportunity to grow into a senior leadership support role
• Exposure to exciting high-end residential projects
• A collaborative and supportive work environment
• Long-term career growth within an ambitious company

How to Apply

Please send your CV together with a short cover letter explaining why you believe you are the right fit for this role.

Applications should be emailed to: [email protected]

If you are someone who loves creating order, supporting people, and helping a business reach its full potential, we’d love to hear from you.

Job Type: Temp to perm

Pay: R15 000,00 - R20 000,00 per month

Ability to commute/relocate:

• Paarl, Western Cape: Reliably commute or planning to relocate before starting work (Required)

Education:

• Diploma (Preferred)

Experience:

• Admin: 5 years (Required)

Language:

• Afrikaans (Preferred)
• English (Preferred)

License/Certification:

• Drivers license (Required)

Location:

• Paarl, Western Cape (Preferred)

Willingness to travel:

• 25% (Preferred)

Work Location: In person