EXECUTIVE ASSISTANT: TOURISM OPERATIONS & DIGITAL COORDINATION

An established and growing South African tourism and adventure business is looking for an exceptional Executive Assistant to work directly with its Founder and CEO.

This is not a traditional administrative position. It is a trusted, hands-on role combining executive support, tourism operations, project coordination, client communication and digital content management.

The company operates throughout South Africa, with a strong focus on Mpumalanga, Gauteng, the Free State and North West, as well as selected regional destinations.

The successful candidate will work primarily from home but must be available to travel and report to the company’s operational locations when required. Candidates based in Mpumalanga, Gauteng or the Free State will have an advantage due to the operational requirements of the position.

THE PURPOSE OF THE ROLE

The successful candidate will become the CEO’s operational right-hand person—helping to organise priorities, coordinate tourism services, manage important follow-ups and ensure that clients, suppliers and internal stakeholders receive accurate and timely communication.

The position requires someone who can take ownership of assignments, work independently and keep several moving parts under control without requiring constant supervision.

KEY RESPONSIBILITIES

Executive and Administrative Support

• Provide direct executive and administrative support to the Founder and CEO.
• Coordinate meetings, appointments, travel arrangements, reminders, deadlines and follow-ups.
• Prepare professional correspondence, reports, proposals, presentations and meeting documents.
• Maintain an accurate record of decisions, commitments and outstanding action items.
• Follow up with employees, suppliers, partners and stakeholders on behalf of the CEO.
• Manage confidential business and client information with discretion.

Tourism Operations

• Coordinate accommodation, activities, tours, transfers and other travel arrangements.
• Prepare itineraries, quotations, confirmations, vouchers, booking summaries and operational schedules.
• Liaise professionally with individual travellers, groups, travel agents, tour operators, accommodation providers and activity suppliers.
• Monitor availability, booking deadlines, deposits, balances, supplier confirmations and changes.
• Ensure that guides, drivers, suppliers and clients receive the correct operational information on time.
• Assist with last-minute amendments, delays and other operational challenges in a calm and solutions-focused manner.
• Maintain an accurate overview of upcoming arrivals, departures, activities and client requirements.

Project Coordination

• Assist with the administration and coordination of tourism, adventure and hospitality projects.
• Maintain project plans, progress trackers, supplier records, action lists and deadlines.
• Follow up on quotations, equipment orders, documentation and stakeholder commitments.
• Identify delays, risks and outstanding matters and escalate them before they affect operations.
• Prepare clear progress reports showing completed work, outstanding actions, responsible persons and deadlines.

Digital and Social Media Coordination

• Assist in managing and maintaining the company’s social media platforms.
• Plan, create and schedule professional tourism content for Facebook, Instagram, TikTok, LinkedIn and other relevant channels.
• Prepare engaging captions, short-form videos, reels and promotional content.
• Respond professionally to online enquiries and direct potential clients to the appropriate booking channels.
• Assist with promotional campaigns, product launches and digital marketing activities.
• Update online tourism listings, product information, images, rates and availability where required.
• Monitor engagement and prepare basic social media performance reports.
• Maintain a consistent and professional online brand presence.

ESSENTIAL REQUIREMENTS

Applicants must demonstrate:

• Relevant experience in tourism, travel, hospitality, tour operations or a travel agency environment.
• Experience in executive assistance, personal assistance, office administration, operations or project coordination.
• A practical understanding of bookings, itineraries, accommodation, transfers, activities and supplier coordination.
• Strong digital literacy and a sound understanding of current social media platforms.
• The ability to create professional written and visual content.
• Excellent written and verbal communication skills in English.
• Strong computer skills, including Microsoft Word, Excel, PowerPoint, Outlook, online calendars and cloud-based systems.
• Familiarity with Canva or similar content-creation tools.
• Excellent organisation, time management and attention to detail.
• The ability to manage multiple projects, bookings and deadlines simultaneously.
• The ability to work independently from home and report progress consistently.
• Reliable internet access and a suitable home-working environment.
• Sound judgement, accountability and respect for confidentiality.
• Willingness to travel when operationally required.
• Legal eligibility to work in South Africa.

ADVANTAGEOUS

The following will strengthen an application:

• Residence in Mpumalanga, Gauteng or the Free State.
• A qualification in Tourism, Travel, Hospitality, Marketing, Business Administration, Project Management or a related field.
• A valid South African driver’s licence and reliable transport.
• Experience working with a tour operator, travel agency, lodge, hotel or activity provider.
• Experience with online booking platforms, CRM systems or accounting and quotation software.
• Knowledge of tourism trade practices, including rack rates, STO rates, commissions and cancellation terms.
• Experience coordinating regional or cross-border travel.
• Experience with paid social media advertising, email marketing or website content management.
• Basic photography, video-editing or graphic-design ability.
• Proficiency in additional languages.

THE PERSON WE ARE LOOKING FOR

The right candidate will be:

• Exceptionally organised and attentive to detail.
• Digitally confident, adaptable and willing to learn new systems.
• Proactive and able to identify what requires attention without waiting to be reminded.
• Dependable and able to follow assignments through to completion.
• Professional and confident when dealing with clients and senior stakeholders.
• Calm and solutions-focused when plans change.
• Commercially aware and able to protect the company’s reputation and interests.
• Comfortable working closely with a business owner in a fast-moving environment.
• Able to distinguish between urgent matters, important priorities and routine administration.
• Interested in building a long-term career within a growing tourism business.

WHAT SUCCESS IN THIS ROLE LOOKS LIKE

The successful candidate will ensure that:

• The CEO’s priorities, meetings, deadlines and commitments are properly managed.
• Client enquiries and bookings are handled professionally and accurately.
• Operational information reaches clients, suppliers and field teams on time.
• Outstanding actions are followed up without repeated instructions.
• Project progress is clearly tracked and reported.
• The company’s digital platforms remain active, professional and commercially relevant.
• Potential operational problems are identified before they become emergencies.

APPLICATION REQUIREMENTS

Applicants must submit:

• A current and comprehensive CV.
• A short cover letter explaining their relevant tourism, administrative and executive-support experience.
• Their current province and city or town.
• Details of the computer, booking, design and social media platforms they have used.
• Links or examples of social media content, campaigns or business pages they have managed, where available.
• Confirmation of their ability to work remotely and travel when required.
• Their notice period or earliest avail