Executive Assistant

About the Executive Assistant position

The ideal Executive Assistant must be able to provide high-level executive, governance, and administrative support to the Managing Director and Executive Management Team (GM and Finance Manager), ensuring the effective coordination of executive activities, governance forums, strategic initiatives, and stakeholder communications. The role serves as a trusted liaison between executives, employees, clients, and external stakeholders while maintaining strict confidentiality and professionalism.

The incumbent is responsible for managing executive calendars, coordinating governance meetings (ExCo, ManCo, MRM, Productivity and related forums), preparing meeting documentation, recording and distributing minutes, tracking actions, managing executive correspondence, document control, contract administration, and supporting special projects. The role contributes to organisational effectiveness, governance compliance, informed decision-making, and executive productivity through proactive planning, stakeholder engagement, and professional operational support.

Key Performance Areas are:

Executive Support & Stakeholder Co-ordination

• Serve as the primary point of contact between the Managing Director, Executive Management Team, employees, clients, suppliers, and external stakeholders.
• Manage and coordinate the Managing Director's calendar, appointments, meetings, and travel arrangements to ensure optimal utilisation of executive time.
• Coordinate executive engagements, strategic initiatives, and special projects on behalf of the Managing Director.
• Facilitate communication and collaboration between Executive Management, departmental leaders, and key stakeholders.
• Monitor and follow up on actions arising from executive meetings, ensuring accountability and timely completion.
• Support the planning, coordination, and execution of strategic business and governance activities.
• Assist with contract administration, document control, and executive reporting requirements.

Governance, Meetings & Communication Management

• Coordinate and administer ExCo, ManCo, Management Review Meetings (MRM), and other governance forums.
• Prepare and distribute meeting notices, agendas, ExCo packs, management packs, reports, and supporting documentation.
• Attend meetings as required and record accurate minutes, decisions, action items, and resolutions.
• Track and monitor the implementation of agreed actions and provide regular status updates to the General Manager & Managing Director.
• Manage executive correspondence, communications, and information flow in a timely, professional, and confidential manner.
• Screen and direct telephone calls, emails, visitor enquiries, and stakeholder communications on behalf of the Managing Director.
• Ensure all governance records, minutes, and supporting documentation are maintained in accordance with organisational and regulatory requirements.

3. Business Administration, Reporting & Document Management

• Coordinate the preparation, consolidation, and submission of executive reports, presentations, and business documentation.
• Develop, edit, and maintain professional presentations, reports, policies, procedures, and executive communications.
• Maintain effective document control, filing systems, databases, and records management processes.
• Support Quality Management System (QMS) administration and ensure documentation remains current, controlled, and compliant.
• Conduct research, gather information, analyse data, and prepare reports to support executive decision-making.
• Identify opportunities to improve administrative processes, governance practices, and business efficiencies.
• Maintain confidential records and ensure the secure handling of sensitive business information.

4. Compliance, Confidentiality & Continuous Improvement

• Ensure compliance with company policies, governance frameworks, confidentiality requirements, and applicable legislation.
• Promote professional standards, ethical conduct, and effective corporate governance practices.
• Contribute to continuous improvement initiatives aimed at enhancing operational effectiveness and executive support services.
• Support audits, compliance reviews, strategic planning sessions, and management reporting processes where required.
• Maintain the highest level of discretion when dealing with confidential, commercially sensitive, and personal information.

5. General

• Perform any other duties reasonably assigned by the Managing Director, Executive Management Team, within the scope of the position.
• Provide support to organisational projects, strategic initiatives, and business improvement activities as required.

Essential Requirements (Minimum Qualifications & Experience)

Qualifications

• National Diploma or Bachelor's Degree in Business Administration, Business Management, Office Management, Public Administration, Corporate Governance, Project Management, or an equivalent qualification recognised by SAQA
• A qualification in Corporate Governance, Project Management, Quality Management Systems (QMS), or Executive Administration will be advantageous.

Experience

• Minimum of 7 years' experience providing executive-level support to senior executives, directors, or executive management teams.
• Demonstrated experience in executive administration, governance support, board and committee administration, minute taking, and stakeholder management.
• Experience in coordinating management meetings, board meetings, strategic planning sessions, and executive reporting processes.
• Experience in document control, records management, and the administration of organisational policies, procedures, and contracts.
• Experience within the ICT, technology, professional services, or corporate environment will be advantageous.

Technical Competencies

• Advanced proficiency in Microsoft Office 365, including Outlook, Word, Excel, PowerPoint, Teams, SharePoint, and OneDrive.
• Strong report writing, presentation development, and document management skills.
• Proficiency in virtual meeting platforms and executive collaboration tools.
• Strong administration, governance, and records management capabilities.
• Valid driver's licence.