About this role
Summary:
Create capacity for the Operations Executive by taking ownership of administrative, coordination, and follow-up responsibilities.
Act as an extension of the Operations Executive, understanding how he works, thinks, and communicates, and assist accordingly. Serve as a central coordination point between OE and the business, ensuring alignment, execution, and that nothing is missed, delayed, or forgotten.
We are looking for a proactive, organised professional who can support the OE with administration, operational coordination and follow-through across departments.
Reports to: Operations Executive
Location: Cape Town (Northern suburbs)
Schedule: Monday - Fridays, (In-Office)
Responsibilities
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Communication & Administration
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Manage calendars, appointments, emails and correspondence.
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Prepare reports, presentations, meeting notes and internal communications.
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Maintain organised records, documentation and administrative systems.
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Coordinate communication with employees, suppliers and stakeholders.
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Projects & Process Improvement
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Assist with coordinating projects and operational improvements.
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Maintain project trackers and monitor progress against deadlines.
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Support the development and implementation of SOPs, policies and processes.
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Identify opportunities to improve administrative efficiency.
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Task & Priority Management
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Manage OE's priorities, schedules and outstanding tasks.
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Monitor deadlines and ensure commitments are followed through.
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Identify urgent matters, Escalate delays or unresolved matters where necessary.
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Requirements
Minimum Requirements
- Previous experience as a Personal Assistant, Executive Assistant, Operations Administrator or similar.
- Proficiency in Microsoft Office 365 (Outlook, Word, Excel and Teams).
- Strong administrative, organisational and task management skills.
- Excellent written and verbal communication skills in English and Afrikaans.
- Ability to work full-time from the office.
Advantageous:
- Experience supporting senior management or executives.
- Exposure to operations, logistics, sales or multi-departmental businesses.
- Experience with project coordination, reporting or task management systems.
- Exposure to basic HR administration, employee records and onboarding.
- Experience with basic finance administration, invoicing or expense tracking.
- Familiarity with AI tools and automation.
Competencies
- Professional, confident and mature.
- Proactive, organised and detail-orientated.
- Strong communication and interpersonal skills.
- Able to prioritise, take initiative and work independently.
- Accountable, resourceful and solution-orientated.
- Confident following up with managers and stakeholders.
- Discreet, adaptable and comfortable managing changing priorities.
Our Ideal Candidate Will
- Anticipate needs and take initiative without constant instruction.
- Turn discussions and instructions into clear actions.
- Take ownership of tasks and ensure commitments are followed through.
- Know when to resolve matters independently and when to escalate.
- Bring structure, consistency and reliability to daily operations.