Executive Assistant to Director, Head of Operations & New Business Manager

Oxyon People Solutions; Johannesburg; On-site; ZAR 200,000 - 300,000; Full time

Job summary

A leading staffing agency in Johannesburg seeks a highly organized Executive Assistant to support the Executive team. The ideal candidate will handle calendar management, travel coordination, and prepare critical documentation. Six inclusive years in a senior admin role, and strong Microsoft Office skills are essential for success in this fast-paced environment.

Qualifications

• 3+ years’ experience in a senior administrative or executive assistant role.
• Proven ability to write clear, concise documents and communicate effectively across all levels.

Responsibilities

• Manage complex calendars, meeting coordination, and travel bookings.
• Prepare high-quality presentations, reports, and other documentation.
• Serve as a liaison between executives, internal teams, clients, and stakeholders.

Skills

Organizational skills

Communication skills

Proactive problem-solving

Time management

Education

Matric Certificate

Secretarial or Admin qualification

Tools

Microsoft Office Suite

CRM tools (e.g. Pipedrive)

Job description

About the Role

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to support our Director, Head of Operations, and New Business Manager. This is not your typical admin role — it’s for someone who thrives in a fast-paced, dynamic environment and is committed to keeping the wheels turning smoothly behind the scenes.

Responsibilities

• Manage complex calendars, meeting coordination, and travel bookings for the Executive team.
• Prepare meeting agendas, take accurate minutes, track and follow up on action items.
• Maintain strict confidentiality while handling internal and external communication.
• Organize special events, team rhythms, and project support initiatives.
• Prepare high-quality presentations, reports, and other documentation.
• Serve as a liaison between executives, internal teams, clients, and stakeholders.
• Manage budget tracking and reporting for executives.
• Handle administrative support for personal errands or special requests when required.

Success in this Role Means

• 100% reliable and up-to-date calendar, travel, and meeting coordination.
• All tasks completed on time and in full, with a sharp eye for detail.
• Professional communication, quick turnaround, and proactive problem-solving.
• A calm and confident presence under pressure, able to handle competing priorities gracefully.

Requirements

• Matric Certificate (required); Secretarial or Admin qualification is a plus.
• 3+ years’ experience in a senior administrative or executive assistant role.
• Strong computer literacy (Microsoft Office Suite, Outlook, Internet browsers).
• Experience with CRM tools such as Pipedrive is an advantage.
• Proven ability to write clear, concise documents and communicate effectively across all levels.

Personal Attributes

• High levels of integrity, confidentiality, and professionalism.
• Outstanding time management, attention to detail, and ability to multitask.
• Emotionally intelligent, team-oriented, with a helpful and positive demeanor.
• Able to remain poised under pressure, anticipate needs, and take initiative.
• Embodies our core values : Win-Win, Be the Change, 2mm World, One Family, Safety First.