Executive Assistant

Kelly Sinclair Recruitment; KwaZulu-Natal; On-site; ZAR 360,000 - 600,000; Full time

Job summary

Recruitpartners in Durban seeks an Executive Assistant to manage executive schedules, coordinate international travel, and support board and CEO initiatives in a fast-paced corporate environment.

You will handle confidential information, oversee corporate events, travel logistics, and stakeholder communications, ensuring seamless operations and proactive problem solving.

Qualifications

• Grade 12 is essential.
• A relevant qualification in Business Administration, Office Management, Finance Administration, Executive Assistance or related field.

Responsibilities

• Executive & Administrative Support: manage CFO’s calendar, screen calls, track actions, prepare reports and budgets, handle confidential information.
• Travel & Logistics: coordinate local and international travel, visas, accommodation, and site visits.
• Stakeholder & Board Support: coordinate travel and info for Board meetings and franchise events, back up for CEO’s Assistant.
• Corporate Events & Coordination: lead planning/execution of events, manage budgets and liaise with service providers.

Job description

Executive Assistant | Durban

Are you the kind of person who can juggle a calendar, coordinate international travel, keep senior executives on track and organise a corporate event without breaking a sweat? If your superpower is making chaos look suspiciously well organised, this could be the role for you! Our client is looking for a highly organised, proactive and detail-oriented Executive Assistant who can keep the wheels turning behind the scenes while staying one step ahead of the action. From managing executive schedules and coordinating Board meetings to overseeing corporate events and handling confidential information, you will be the trusted right hand who helps ensure everything runs like a well-oiled machine.

Key Responsibilities:

Executive & Administrative Support

• Manage the CFO’s calendar, meetings and appointments across multiple time zones, ensuring priorities are in order and scheduling clashes do not become a boardroom sport.
• Screen calls, manage enquiries and act as an effective gatekeeper, ensuring the CFO’s time is spent where it matters most.
• Track action items, departmental projects, budget timelines and compliance deadlines, keeping everyone accountable and on schedule.
• Coordinate deliverables from the CFO’s direct reports and various departments, following up where necessary (because “I’ll get to it” is not a project plan!).
• Assist with preparing reports, presentations, budgets and expense-related documentation.
• Provide support with selected personal administrative matters when required.
• Handle confidential information with the utmost discretion, professionalism and integrity.

Travel & Logistics

• Coordinate local and international travel arrangements, including flights, accommodation, visa applications, passport renewals and all required travel documentation.
• Ensure travel plans run smoothly, even when time zones, tight schedules and last-minute changes decide to test your patience.
• Assist with analyst and investor site visits to local and international facilities, including travelling with the team when required.

Stakeholder & Board Support

• Act as a key point of contact for internal and external stakeholders, working alongside the CEO’s Assistant to keep communication and coordination on track.
• Coordinate travel arrangements and information requirements for Board members attending quarterly Board meetings, AGMs and corporate events.
• Provide backup support to the CEO’s Assistant when needed, because teamwork makes the executive world go round.

Corporate Events & Coordination

• Lead the planning and execution of corporate events, including JSE-related results presentations, virtual Annual and Interim Results presentations, AGMs, town halls, customer functions, conferences, company gatherings, farewells and site inaugurations.
• Coordinate with external service providers and internal IT teams to ensure events run seamlessly, both in person and virtually.
• Manage event budgets and financial administration, keeping things professional, cost-effective and firmly within budget.
• Oversee the finer details that make the difference between an event that runs smoothly and one that becomes a memorable story for all the wrong reasons.

Key Requirements:

• Grade 12 is essential.
• A relevant qualification in Business Administration, Office Management, Finance Administration, Executive Assistance or a related field.
• Minimum 5 years’ experience supporting executives within a corporate environment.
• Proven experience coordinating high-level meetings, executive travel, corporate events and stakeholder engagement.
• Strong financial and computer literacy.
• SAP experience will be advantageous.
• Exceptional organisational and planning skills, with the ability to keep multiple moving parts under control.

• Excellent attention to detail and accuracy - the small things are rarely small when dealing with executives and Board members.
• Strong written and verbal communication skills, with the confidence to engage professionally at all levels.
• The ability to juggle competing priorities and tight deadlines without losing sight of what matters most.
• Excellent problem-solving and decision-making abilities, with a proactive approach to resolving issues before they become bigger ones.
• Professionalism, discretion and integrity when handling sensitive and confidential information.
• The ability to work independently, take initiative and stay one step ahead rather than waiting for the next instruction.
• Strong stakeholder management skills and the ability to build positive working relationships.
• Leadership and team supervision capabilities, with the confidence to coordinate people and get things moving.

This role is ideal for someone who thrives in a fast-paced corporate environment, enjoys being the person everyone can rely on and knows that exceptional executive support involves far more than keeping a diary up to date. If you are organised, switched on, commercially aware and capable of turning a thousand moving pieces into one well-executed plan, we would love to hear from you. You bring the organisation, the initiative and the cool head - we will leave the calendar juggling and corporate event magic to you!