Executive Administrative Officer

Placements24; Willows (CA); On-site; USD 25,000 - 43,000; Full time

Job summary

Placements24 is seeking an Executive Administrative Officer to support senior executives in a diamond mining sector environment. The role focuses on managing complex calendars, coordinating high-level meetings, and handling confidential information with discretion.

Ideal candidates will have strong Microsoft Office skills, excellent communication, and a proven ability to prioritize multiple tasks under tight deadlines.

Qualifications

• Experience coordinating high-level schedules for executives and managing confidential information.
• Excellent written and verbal communication, with polished professional demeanor.
• Proven ability to multi-task, prioritize, and meet tight deadlines in a mining/resource context.

Responsibilities

• Manage executive calendars, meetings, and travel arrangements with high attention to detail.
• Draft, review, and edit executive-level documents and presentations.
• Organize meetings, prepare agendas, take minutes, and follow up on action items.
• Serve as primary contact for inquiries and manage high-volume correspondence.
• Maintain confidential files and records, physical and digital, with strict discretion.
• Process expense reports and assist with budget management for the executive office.
• Coordinate travel logistics, including flights, hotels, and ground transport.
• Provide general administrative support to the executive team as needed.

Skills

Calendar management

Meeting coordination

Travel planning

Written communication

Discretion & ethics

Stakeholder liaison

Education

Bachelor's in Business Administration

Tools

Microsoft Office Suite

Job description

About the Role

Our client, a leading player in the diamond mining sector, is seeking a highly competent and detail-oriented Executive Administrative Officer to enhance their operations in Welkom, Free State . This crucial role involves providing comprehensive administrative support to senior executives, ensuring seamless operations and efficient management of various administrative tasks. The successful candidate will be instrumental in managing complex schedules, coordinating high-level meetings, and acting as a key liaison between executives and other departments. We are looking for an individual with impeccable organizational skills, discretion in handling confidential matters, and a professional demeanor. This position offers a challenging and rewarding career opportunity within a well-established entity, contributing directly to the operational success of the executive team.

Key Responsibilities

• Manage intricate executive calendars, including scheduling meetings, appointments, and travel arrangements with meticulous attention to detail.
• Draft, review, and edit executive-level correspondence, reports, presentations, and other vital documents.
• Organize and coordinate executive meetings, workshops, and conferences, including preparing agendas, distributing materials, taking accurate minutes, and following up on action items.
• Serve as a primary point of contact for internal and external inquiries, screening calls and visitors, and managing high-volume correspondence.
• Maintain and organize confidential executive files and records, both physical and digital, ensuring compliance and easy access.
• Process executive expense reports and assist with budget management for the executive office.
• Coordinate travel logistics, including booking flights, accommodations, and ground transportation.
• Provide general administrative assistance and support to the executive team as needed.

Requirements

• Demonstrable experience as an Executive Administrative Officer or a similar high-level administrative support role, ideally within the mining or resources sector .
• Exceptional organizational abilities and time management skills, with a proven capacity to manage multiple priorities and meet tight deadlines.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with modern office technologies.
• Superior written and verbal communication skills, with excellent grammar, spelling, and punctuation.
• Proven ability to handle sensitive and confidential information with the utmost discretion and integrity.
• Strong interpersonal skills and a professional, polished demeanor when interacting with executives, staff, and external stakeholders.
• A proactive and resourceful approach to problem-solving and task completion.
• A tertiary qualification in Business Administration or a related field will be highly regarded.

Benefits

Our client provides a highly competitive salary and benefits package, reflecting the importance of this role. Employees in Welkom, Free State benefit from excellent medical and retirement plans, opportunities for continuous learning and professional development, and a supportive work culture that fosters long-term careers. This is a unique chance to work at the forefront of the mining industry, contributing to executive decision-making processes and gaining valuable experience within a reputable organization. Join our client and become an integral part of their continued success.