Business Operations & Executive Coordinator

Optential Consulting; South Africa; On-site; ZAR 300,000 - 460,000; Full time

Job summary

Optential Consulting is seeking an experienced professional to provide executive support to the leadership team in a dynamic family-run environment. The role oversees administration, project coordination, and cross-department workflows, ensuring timely follow-up and accountability.

You will compile reports, support KPI tracking, coordinate meetings, and assist with marketing campaigns while maintaining accurate records and professional communication in Afrikaans and English.

Qualifications

• Diploma or Degree in Business Management, Administration, Marketing, Commerce or a related field.
• 2-5 years' experience in administration, executive support, business coordination, project coordination or operations support.
• Strong Microsoft Office skills with emphasis on Excel.
• Excellent written and verbal communication skills.
• Fluent in Afrikaans and English; ability to draft professional correspondence.

Responsibilities

• Provide direct support to the leadership team.
• Coordinate calendars, meetings and follow-up activities; prepare meeting agendas.
• Attend management, sales and departmental meetings; take minutes and compile summaries.
• Maintain action registers; ensure actions are completed on time and escalate overdue items.
• Coordinate between departments; monitor progress on initiatives and projects.
• Assist with KPI tracking, reporting and maintaining company records.
• Support marketing, campaigns and customer communications, including basic market research.
• Track project milestones, schedule meetings and prepare updates for management.

Skills

Microsoft Office

Excel

Written & Verbal Communication

Attention to Detail

Afrikaans & English proficiency

Education

Diploma or Degree in Business Management/Administration/Marketing/Commerce

Job description

Key Responsibilities

Executive Support

• Provide direct support to the leadership team.
• Coordinate calendars, meetings and follow-up activities where required.
• Prepare meeting agendas.
• Attend management, sales and departmental meetings.
• Take accurate meeting minutes.
• Compile clear meeting summaries and action plans.
• Maintain action registers and follow up on outstanding commitments.
• Ensure agreed actions are completed within required timeframes.
• Escalate overdue or unresolved matters to management.

Business Operations Coordination

• Act as a coordination point between departments.
• Monitor progress on business initiatives and strategic projects.
• Assist with implementation of management decisions.
• Coordinate internal communication and follow-up activities.
• Drive accountability by monitoring agreed actions and deadlines.
• Identify bottlenecks and bring matters requiring attention to management.

Reporting & Administration

• Compile weekly and monthly management reports.
• Assist with KPI tracking and reporting.
• Consolidate departmental feedback and progress updates.
• Maintain company records, procedures and documentation.
• Assist with HR administration and related documentation.
• Support management with information gathering, analysis and reporting.

Marketing & Business Development Support

• Coordinate marketing initiatives and campaigns.
• Assist with LinkedIn and social media activities.
• Coordinate supplier marketing opportunities and product launches.
• Assist with customer communication campaigns.
• Support maintenance of brochures, presentations and product information.
• Conduct basic market and competitor research.

Project Coordination

• Track project milestones, deliverables and deadlines.
• Schedule and coordinate project meetings.
• Monitor progress against agreed timelines.
• Prepare project updates for management review.
• Assist departments in ensuring projects remain on track.

Minimum Requirements

• Diploma or Degree in Business Management, Administration, Marketing, Commerce or a related field.
• 2-5 years' experience in administration, executive support, business coordination, project coordination or operations support.
• Strong Microsoft Office skills.
• Intermediate to advanced Excel proficiency.
• Excellent written and verbal communication skills.
• Valid driver's licence advantageous.

Language Requirements

The successful candidate must:

• Be fully fluent in Afrikaans and English.
• Read, write and speak both languages professionally.
• Be comfortable communicating with customers, suppliers, management and staff.
• Be capable of drafting professional correspondence, reports and meeting minutes in both Afrikaans and English.

Key Soft Skills & Personal Attributes

Professionalism & Confidentiality

• Maintains strict confidentiality.
• Demonstrates discretion and good judgement.
• Represents the business professionally at all times.

Communication Skills

• Excellent verbal and written communication.
• Strong listening skills.
• Ability to engage confidently at all levels of the organisation.
• Able to summarise discussions and communicate key information clearly.

Organisational Ability

• Highly organised and structured.
• Strong attention to detail.
• Able to manage multiple priorities simultaneously.
• Excellent planning and coordination skills.

Initiative & Ownership

• Self-motivated and proactive.
• Takes ownership of responsibilities.
• Anticipates requirements and acts without constant supervision.
• Demonstrates a solutions-driven mindset.

Accountability & Follow Through

• Comfortable following up on actions and commitments.
• Able to hold people accountable professionally and respectfully.
• Persistent in ensuring matters are completed.
• Strong sense of responsibility and urgency.

Relationship Building

• Builds positive working relationships across departments.
• Works effectively within a family-business environment.
• Earns trust and credibility through reliability and consistency.

Adaptability & Resilience

• Thrives in a fast-paced environment.
• Handles changing priorities calmly and professionally.
• Learns quickly and adapts to new responsibilities.
• Works effectively under pressure.

Leadership Potential

• Demonstrates confidence and maturity.
• Comfortable coordinating activities and people.
• Shows initiative in driving projects and actions forward.
• Possesses potential for future growth into a more senior support or leadership role.

Critical Thinking & Problem Solving

• Thinks independently and analytically.
• Identifies practical solutions.
• Able to assess priorities and make sound recommendations.
• Focuses on outcomes rather than activity.

Energy & Attitude

• Positive, energetic and enthusiastic.
• Strong work ethic.
• Committed to continuous improvement.
• Takes pride in producing high-quality work.
• Looking to build a long-term career within the business.

Key Success Measures

The successful candidate will:

• Reduce administrative and coordination demands on management.
• Ensure meetings are documented with clear actions and accountability.
• Improve follow-up and execution across departments.
• Enhance communication and reporting throughout the business.
• Support marketing and business development initiatives.
• Become a trusted support resource to the leadership team.
• Create structure, visibility and accountability across the organisation