Executive Assistant

Afrique Connection Consultancy; Pietermaritzburg; On-site; ZAR 240,000 - 320,000; Full time

Job summary

Afrique Connection Consultancy in Pietermaritzburg is seeking an experienced Executive Personal Assistant to provide comprehensive support to the Founder and two Directors. You will manage complex calendars, travel arrangements, procurement, and project coordination, while handling confidential information with utmost discretion.

The role includes coordinating domestic and international travel, preparing documentation, and ensuring smooth execution of operational activities.

Qualifications

• Minimum of five years’ experience as an Executive Personal Assistant supporting senior executives.
• Experience coordinating domestic and international travel.
• Experience in project coordination.
• Experience in procurement and supplier administration.
• Experience managing confidential executive information.

Responsibilities

• Provide high-level administrative and personal assistance to the Founder and two Directors.
• Manage complex executive calendars, appointments and daily schedules.
• Coordinate meetings, ensuring schedules align with travel, training and operational commitments.
• Proactively manage diaries to ensure executives arrive punctually for meetings and appointments.
• Prepare correspondence, presentations, reports and documentation.
• Attend to confidential information with discretion.
• Coordinate all domestic and international business and personal travel.
• Coordinate purchasing activities and supplier payments.
• Monitor and track procurement, travel and project costs.
• Coordinate maintenance, assets, and facilities as needed.

Skills

Executive support

Travel coordination

Procurement

Budget tracking

Project coordination

Communication

Discretion

Multitasking

Tools

Microsoft Office Suite

Job description

To provide comprehensive executive, administrative, operational and personal assistance to the Founder and Directors by ensuring the effective coordination of schedules, travel, projects, procurement, facilities and operational activities. The incumbent serves as a trusted partner to the executive team, proactively managing competing priorities while ensuring the smooth execution of business and personal administrative requirements.

Key Responsibilities

1. Executive and Personal Assistance

• Provide high-level administrative and personal assistance to the Founder and two Directors.
• Manage complex executive calendars, appointments and daily schedules.
• Coordinate meetings, ensuring schedules align with travel, training and operational commitments.
• Proactively manage diaries to ensure executives arrive punctually for meetings and appointments.
• Monitor and manage executive emails during periods of travel or absence.
• Prepare correspondence, presentations, reports and documentation.
• Edit and prepare private client documentation, including manual quotations and invoices, as requested.
• Attend to confidential and sensitive information with the highest level of discretion.
• Perform general administrative and ad hoc duties as required.

2. Travel Management

• Coordinate all domestic and international business and personal travel.
• Book flights, accommodation, vehicle hire and transport.
• Coordinate visa applications and supporting documentation.
• Ensure all travel bookings comply with company requirements.
• Coordinate shuttle bookings and visitor transport arrangements.
• Manage guest accommodation, dietary requirements and hospitality arrangements.

3. Procurement and Purchasing Coordination

• Coordinate purchasing activities across the business.
• Plan and coordinate purchasing trips, including preparing trip sheets for drivers.
• Place supplier orders and ensure payments are processed before collection.
• Track purchasing expenditure and maintain accurate records.
• Obtain quotations from suppliers and service providers.
• Source products, materials and services as requested.
• Source and purchase personal items for executives when required.
• Maintain supplier registrations and administrative documentation.
• Coordinate payments on behalf of executives.
• Track costs relating to purchasing, travel and operational projects.
• Monitor quotations, purchase orders, invoices and payments.
• Ensure suppliers and service providers are paid within agreed terms.

5. Facilities, Assets and Maintenance Coordination

• Coordinate servicing and repairs of company vehicles and machinery.
• Liaise with contractors and maintenance service providers.
• Coordinate site maintenance requirements, including electrical work, generators, fireplaces, gate motors and related services.
• Manage the stockroom and inventory.
• Maintain the company computer inventory and asset register.

6. Project Coordination

• Monitor and coordinate projects relating to Little Fields.
• Communicate with builders, contractors and service providers.
• Follow up on project milestones and outstanding actions.

7. Insurance Administration

• Coordinate insurance claims for business, personal and equine-related matters.
• Liaise with insurers and service providers.
• Track progress until claims are finalised.

8. West Side Operations Support

• Coordinate the purchasing of horse feed, supplements, bedding and stable supplies.
• Source additional items required for the efficient operation of the stables.
• Schedule veterinary, farrier, physiotherapy and other equine healthcare appointments.
• Coordinate horse show logistics, including transport, accommodation, competition schedules and groom requirements.
• Manage payments to equestrian service providers.
• Maintain accurate horse healthcare, service provider and expenditure records.
• Coordinate dog healthcare appointments and vaccinations.
• Purchase dog food and pet-related supplies.
• Maintain accurate veterinary and expenditure records for dogs.

9. Administrative Support

• Assist employees with documentation and administrative processes.
• Coordinate registrations and applications with suppliers, customers and service providers.
• Source products, materials and services to meet operational requirements.
• Coordinate employee access to the Founder's residence where required.
• Liaise with suppliers and internal departments to ensure the timely delivery of goods and services.
• Follow up on outstanding requests and action items.
• Maintain accurate filing systems and administrative records.
• Provide general administrative and operational support to management and staff.

Key Performance Areas (KPAs)

• Executive diary and schedule management
• Procurement and supplier coordination
• Project coordination
• Facilities and asset management
• Administrative support
• Communication and stakeholder management
• Confidentiality and professionalism

Experience

• Minimum of five years’ experience as an Executive Personal Assistant supporting senior executives.
• Experience coordinating domestic and international travel.
• Experience in project coordination.
• Experience in procurement and supplier administration.
• Experience managing confidential executive information.

Knowledge

• Microsoft Office Suite.
• Travel booking and visa application processes.
• Procurement and supplier management.
• Budget and cost tracking.
• Office administration.
• Record management.
• Exceptional organisational skills
• Advanced planning and coordination ability
• Strong interpersonal skills
• High attention to detail
• Ability to multitask effectively
• Strong problem-solving ability
• Initiative and proactive thinking
• Professionalism and discretion
• Financial and numerical accuracy
• Negotiation and supplier management
• Resilience under pressure
• Confidentiality and integrity