Personal Assistant

Mayfly Agri; Gauteng; On-site; ZAR 260,000 - 380,000; Full time

Job summary

Mayfly Agri is seeking a proactive Personal Assistant/Executive Assistant to provide comprehensive support to the management team in South Africa. You will manage calendars, coordinate travel, handle inquiries, prepare reports and presentations, and maintain CRM/ERP records.

The role requires strong admin skills, experience in sales administration, and the ability to work confidentially in a fast-paced environment.

Qualifications

• Must have National Senior Certificate; a relevant tertiary qualification is advantageous.
• At least 3 years’ experience in a Personal Assistant, Executive Assistant, Internal Sales, Sales Administration, or similar role
• Previous experience in the chemical distribution or related industry is advantageous
• Strong administrative, organizational, and time-management skills
• Strong understanding of sales processes, customer service, order management, and general business administration
• Excellent written and verbal communication skills
• Strong attention to detail with the ability to work independently and manage confidential information
• Must be computer literate in MS Office (Excel/Word/PowerPoint/Outlook) and ERP/CRM systems
• A proactive and professional approach with the ability to work in a fast-paced environment

Responsibilities

• Providing comprehensive administrative and personal assistance to management and senior members of the team.
• Managing calendars, scheduling meetings, coordinating appointments, and arranging travel and accommodation where required.
• Managing inbound and outbound calls, emails, customer enquiries, and general correspondence.
• Preparing presentations, reports, quotations, meeting documents, and other business-related correspondence.
• Assisting with customer orders, quotations, sales administration, and ensuring that required documentation is completed accurately.
• Maintaining and updating customer, supplier, and business records on CRM and ERP systems.
• Liaising with customers, suppliers, external sales representatives, and internal departments to ensure effective communication and follow‑up.
• Building and maintaining professional relationships with customers and key stakeholders.
• Assisting the external sales team and management with sales‑related administration, reporting, and follow‑up activities.
• Monitoring outstanding actions, requests, and deadlines and ensuring that these are followed up and completed timeously.
• Assisting with the preparation of sales reports, forecasts, presentations, and management information.
• Coordinating meetings and taking minutes where required, ensuring that agreed actions are followed up.
• Assisting with general office administration and ensuring that day-to-day operational requirements are managed efficiently.
• Liaising with finance, procurement, logistics, and other internal departments to ensure smooth business operations.
• Handling confidential and sensitive information with a high level of discretion and professionalism.
• Assisting with customer complaints, queries, and general issues and ensuring that these are directed to the relevant person and followed through to resolution.
• Supporting management with ad hoc projects, research, reporting, and other administrative requirements as needed.
• Taking ownership of tasks and responsibilities while identifying opportunities to improve administrative and business processes.
• Providing general support to the management and commercial team to ensure that priorities and deadlines are consistently met.

Skills

Administrative skills

Organizational skills

Time-management

Communication skills

Confidential information handling

MS Office

ERP/CRM familiarity

Travel coordination

Education

National Senior Certificate

Relevant tertiary qualification

Tools

MS Office (Excel/Word/PowerPoint/Outlook)

ERP/CRM systems

Job description

Minimum requirements for the role:

• Must have a National Senior Certificate; A relevant tertiary qualification would be highly advantageous
• Minimum 3 years’ experience in a Personal Assistant, Executive Assistant, Internal Sales, Sales Administration, or similar role
• Previous experience in the chemical distribution or related industry is advantageous
• Strong administrative, organizational, and time-management skills
• Strong understanding of sales processes, customer service, order management, and general business administration
• Excellent written and verbal communication skills
• Strong attention to detail with the ability to work independently and manage confidential information
• Must be computer literate in MS Office (Excel/Word/PowerPoint/Outlook) and ERP/CRM systems
• A proactive and professional approach with the ability to work in a fast-paced environment

The successful candidate will be responsible for:

• Providing comprehensive administrative and personal assistance to management and senior members of the team.
• Managing calendars, scheduling meetings, coordinating appointments, and arranging travel and accommodation where required.
• Managing inbound and outbound calls, emails, customer enquiries, and general correspondence.
• Preparing presentations, reports, quotations, meeting documents, and other business-related correspondence.
• Assisting with customer orders, quotations, sales administration, and ensuring that required documentation is completed accurately.
• Maintaining and updating customer, supplier, and business records on CRM and ERP systems.
• Liaising with customers, suppliers, external sales representatives, and internal departments to ensure effective communication and follow‑up.
• Building and maintaining professional relationships with customers and key stakeholders.
• Assisting the external sales team and management with sales‑related administration, reporting, and follow‑up activities.
• Monitoring outstanding actions, requests, and deadlines and ensuring that these are followed up and completed timeously.
• Assisting with the preparation of sales reports, forecasts, presentations, and management information.
• Coordinating meetings and taking minutes where required, ensuring that agreed actions are followed up.
• Assisting with general office administration and ensuring that day-to-day operational requirements are managed efficiently.
• Liaising with finance, procurement, logistics, and other internal departments to ensure smooth business operations.
• Handling confidential and sensitive information with a high level of discretion and professionalism.
• Assisting with customer complaints, queries, and general issues and ensuring that these are directed to the relevant person and followed through to resolution.
• Supporting management with ad hoc projects, research, reporting, and other administrative requirements as needed.
• Taking ownership of tasks and responsibilities while identifying opportunities to improve administrative and business processes.
• Providing general support to the management and commercial team to ensure that priorities and deadlines are consistently met.