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 solutions firm in Johannesburg is seeking an organized Executive Assistant to support their Director and Head of Operations. The successful candidate will manage complex calendars, coordinate meetings, and prepare essential documentation while maintaining confidentiality. Ideal candidates will have 3+ years of experience in a similar role and strong Microsoft Office skills. This role requires a proactive approach and excellent communication under pressure.

Qualifications

• 3+ years’ experience in a senior administrative or executive assistant role.
• Strong computer literacy with Microsoft Office Suite.
• Ability to write clear, concise documents and communicate effectively.

Responsibilities

• Manage complex calendars, meeting coordination, and travel bookings.
• Prepare meeting agendas, take minutes, track and follow up on action items.
• Handle administrative support for personal errands when required.

Skills

Organizational skills

Proactive problem-solving

Attention to detail

Professional communication

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.

Key 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.