Executive Assistant

About the position

Purpose of the Job:
To provide high-level executive and operational support to senior leadership, with a strong focus on enabling the Sales and Marketing functions to perform at peak effectiveness. This role ensures seamless coordination, professional communication, meticulous diary and travel management, and the smooth execution of sales and marketing activities in a fast-paced, commercially driven environment.
The ideal candidate is proactive, detail-oriented, commercially aware, and comfortable managing complexity, confidentiality, and multiple stakeholders simultaneously.

Required Competencies:

• Executive Presence & Professionalism: Confident, polished, and trusted at senior leadership level.
• Energy & Drive: Brings momentum, urgency, and a positive mindset to a demanding environment.
• Agility & Adaptability: Thrives in a dynamic, changing environment and can reprioritise quickly.
• Advanced Travel Coordination: Highly experienced in managing complex, multi-leg local and international travel.
• Systems Fluency: Strong ability to learn, adopt, and optimise business systems and tools.
• Attention to Detail: Exceptionally accurate with schedules, documentation, and logistics.
• Problem-Solving: Anticipates issues and resolves them proactively with minimal escalation.
• Confidentiality & Discretion: Handles sensitive executive, commercial, and client information with integrity.
• Technical Proficiency: Strong proficiency in CRM systems and Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Key Responsibilities:
Executive & Leadership Support

• Provide full executive assistant support to senior leadership, with a strong interface to Sales and Marketing.
• Manage complex diaries, meeting schedules, and conflicting priorities with precision.
• Act as a trusted gatekeeper, managing communication flow and prioritisation on behalf of executives.
• Prepare executive-level presentations, reports, and briefing packs.

Complex Travel & Logistics Management

• Manage end-to-end local and international travel arrangements, including:
• Flights, accommodation, ground transport
• Visa applications and travel documentation
• Detailed itineraries aligned to business priorities
• Proactively manage changes, disruptions, and last-minute requirements to ensure seamless travel.

Sales & Marketing Enablement

• Provide administrative and coordination support across Sales and Marketing activities.
• Assist with preparation of sales and marketing materials, proposals, presentations, and client documentation.
• Coordinate meetings, site visits, conferences, and client engagements.
• Support CRM administration, reporting, and data accuracy in collaboration with the sales team.
• Assist with the coordination of bids, tenders, and commercial documentation.

Systems, Processes & Administration

• Maintain organised document management systems for contracts, NDAs, proposals, and executive records.
• Support the effective use of CRM, ERP, and other business systems used by Sales and Marketing.
• Identify opportunities to streamline administrative processes and improve efficiency.

Stakeholder Engagement & Communication

• Act as a central point of coordination between executives, Sales, Marketing, and internal departments (Finance, Engineering, Projects, Marketing).
• Ensure timely, clear, and professional communication across stakeholders.
• Support cross-functional collaboration to ensure commercial objectives are effectively enabled.

Qualifications & Experience

• Senior Certificate / Grade 12 (essential).
• Relevant tertiary qualification (Diploma or Degree) advantageous.
• 10+ years' proven experience as an Executive Assistant, Senior Personal Assistant, or similar role.
• 10+ years' experience coordinating complex local and international travel arrangements.
• Demonstrated experience supporting Sales and Marketing teams within a professional, technical, or commercial environment.

***Salary - R340,000.00 to R420,000.00 per annum (Negotiable, based on skills, experience and in relation to current package)

Desired Skills:

• Executive Assistant

About The Employer:

About the Company:
A specialised modular-process engineering firm that designs, fabricates, and delivers turnkey pilot-to-commercial plants across mining, energy, and industrial sectors through fully integrated engineering, fabrication, and automation capabilities.