Executive Assistant

Dbe2D217-Ac52-44B0-A1Df-1B4Fa08Aceee; Cape Town; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A leading project management firm in Cape Town is seeking an Executive Assistant to provide high-level administrative, financial, and operational support to the Managing Director. The role requires strong organisational skills and attention to detail. Candidates must have the ability to manage multiple tasks and work independently. This position offers the opportunity to work in a dynamic environment with a talented team.

Qualifications

• Exceptional attention to detail required.
• Must manage sensitive information with discretion.
• Ability to work independently and prioritize effectively.

Responsibilities

• Provide high-level administrative support to the Managing Director.
• Manage the Managing Director's email inbox and communicate effectively.
• Assist in sourcing quotations and managing procurement communication with suppliers.
• Update the company website and manage LinkedIn presence.
• Support HR-related administration and coordinate meetings.

Skills

Highly organised with strong attention to detail

Strong written communication skills

Proactive and reliable

Tech-savvy with online platforms

Ability to work independently

Job description

Executive Assistant – Frost Projects

Location : Cape Town

Employment Type : Full-Time

Reporting To : Managing Director

The Executive Assistant will provide high-level administrative, financial, and operational support to the Managing Director and broader Frost Projects team. The role requires strong organisational ability, exceptional attention to detail, and the capacity to manage multiple work streams simultaneously.

Financial & Administrative Management

• Manage company bank accounts and execute all outgoing payments.
• Issue customer invoices and ensure timely follow‑up.
• Receive, organise, and file incoming supplier invoices.
• Work closely with the accountant to ensure accuracy in monthly financial reconciliations.
• Maintain proper filing systems for contracts, supplier documents, financial records, and project documentation.

Executive & Communication Support

• Manage the Managing Director's email inbox and ensure priority items are addressed promptly.
• Draft professional documents, proposals, and contracts.
• Assist in internal team communication and ensure tasks and deadlines are tracked and followed up.
• Prepare and update company profiles, reports, and templates.

Procurement Coordination

• Assist in sourcing quotations, preparing comparative summaries, and managing procurement communication with suppliers.
• Ensure supplier information, pricing, and documentation are properly recorded and accessible.

Digital & Marketing Administration

• Update and maintain the company website, including adding new completed projects.
• Manage the company's LinkedIn presence, including posting project updates, company announcements, and relevant industry content.
• Support light content creation (basic copywriting, formatting, layout).

General Office & Operations Support

• Manage and update internal tracking systems and project registers.
• Support HR‑related administration, including onboarding documents, employee records, and internal communication.
• Coordinate meetings, schedules, and documentation requirements for ongoing projects.

Required Skills & Attributes

• Highly organised with strong attention to detail.
• Strong written communication skills for dealing with financial documents and executing payments.
• Proactive, reliable, and capable of managing sensitive information with discretion.
• Tech‑savvy: confident with spreadsheets, online platforms, email systems, and content management.
• Ability to work independently and prioritise effectively in a fast‑paced environment.