Executive assistant - operations coordination

West Coast Personnel; Parow; On-site; ZAR 250,000 - 350,000; Full time

Job summary

West Coast Personnel is seeking an exceptionally organized Executive Assistant/Operations Coordinator to manage priorities, deadlines and action lists while coordinating across departments. The role supports senior management by following up with staff, managers, suppliers and stakeholders and by tracking projects, audits, and compliance matters.

The ideal candidate demonstrates initiative, discretion and reliable communication with senior leaders.

Qualifications

• 3–5 years' experience in Executive Support, Operations, Project Administration or similar
• Senior management experience advantageous
• HR/BBBEE experience, particularly in construction, advantageous
• non-smoker | No perfume
• Age: 30–40

Responsibilities

• Manage priorities, deadlines and action lists
• Follow up with staff, managers, suppliers and stakeholders
• Track projects, documents, audits, tenders and compliance matters
• Coordinate between departments
• Prepare meeting agendas and follow-up actions
• Resolve routine issues independently
• Keep the Executive informed and free to focus on key responsibilities

Skills

Organized

Proactive

Follow-through

Accountability

Initiative

Discretion

Executive comms

Team coordination

Tools

Microsoft Office

Excel

Teams

Task-tracking systems

Job description

Key Responsibilities:

• Manage priorities, deadlines and action lists
• Follow up with staff, managers, suppliers and stakeholders
• Track projects, documents, audits, tenders and compliance matters
• Coordinate between departments
• Prepare meeting agendas and follow-up actions
• Resolve routine issues independently
• Keep the Executive informed and free to focus on key responsibilities

We are looking for someone who:

• Is extremely organized and proactive
• Has excellent follow-through
• Can confidently hold people accountable
• Thinks ahead and takes initiative
• Is calm, discreet and trustworthy
• Communicates well and is comfortable with senior management
• Is confident with Microsoft Office, Excel, Teams and task-tracking systems
• Enjoys making order out of chaos!

Requirements:

• 3–5 years' experience in Executive Support, Operations, Project Administration or similar
• Senior management experience advantageous
• HR/BBBEE experience, particularly in construction, advantageous
• non-smoker | No perfume
• Age: 30–40

If you are a natural organiser who doesn't need to be told what to follow up on — this could be the role for you!