Business Operations & Executive Coordinator

SUMMARY:
Business Operations & Executive Coordinator
Position Summary
The Business Operations & Executive Coordinator will provide direct support to the leadership team and act as a central coordination point across the business.
The role is responsible for managing meeting administration, tracking business priorities, driving follow-up actions, supporting reporting requirements, coordinating projects, and assisting with marketing initiatives.
The successful candidate will work closely with the leadership team to help ensure that decisions are executed, departments remain aligned, and business priorities continue to move forward.
This position requires a highly organised, proactive and professional individual with strong communication skills, excellent attention to detail, and the confidence to engage with employees, customers and suppliers across all levels of the organisation.

POSITION INFO:
Key Responsibilities Executive Support Provide direct support to the leadership team. Coordinate calendars, meetings and follow-up activities where required. Prepare meeting agendas. Attend management, sales and departmental meetings. Take accurate meeting minutes. Compile clear meeting summaries and action plans. Maintain action registers and follow up on outstanding commitments. Ensure agreed actions are completed within required timeframes. Escalate overdue or unresolved matters to management. Business Operations Coordination Act as a coordination point between departments. Monitor progress on business initiatives and strategic projects. Assist with implementation of management decisions. Coordinate internal communication and follow-up activities. Drive accountability by monitoring agreed actions and deadlines. Identify bottlenecks and bring matters requiring attention to management. Reporting & Administration Compile weekly and monthly management reports. Assist with KPI tracking and reporting. Consolidate departmental feedback and progress updates. Maintain company records, procedures and documentation. Assist with HR administration and related documentation. Support management with information gathering, analysis and reporting. Marketing & Business Development Support Coordinate marketing initiatives and campaigns. Assist with LinkedIn and social media activities. Coordinate supplier marketing opportunities and product launches. Assist with customer communication campaigns. Support maintenance of brochures, presentations and product information. Conduct basic market and competitor research. Project Coordination Track project milestones, deliverables and deadlines. Schedule and coordinate project meetings. Monitor progress against agreed timelines. Prepare project updates for management review. Assist departments in ensuring projects remain on track. Minimum Requirements Diploma or Degree in Business Management, Administration, Marketing, Commerce or a related field. 2-5 years' experience in administration, executive support, business coordination, project coordination or operations support. Strong Microsoft Office skills. Intermediate to advanced Excel proficiency. Excellent written and verbal communication skills. Valid driver's licence advantageous. Language Requirements The successful candidate must: Be fully fluent in Afrikaans and English. Read, write and speak both languages professionally. Be comfortable communicating with customers, suppliers, management and staff. Be capable of drafting professional correspondence, reports and meeting minutes in both Afrikaans and English. Key Soft Skills & Personal Attributes Professionalism & Confidentiality Maintains strict confidentiality. Demonstrates discretion and good judgement. Represents the business professionally at all times. Communication Skills Excellent verbal and written communication. Strong listening skills. Ability to engage confidently at all levels of the organisation. Able to summarise discussions and communicate key information clearly. Organisational Ability Highly organised and structured. Strong attention to detail. Able to manage multiple priorities simultaneously. Excellent planning and coordination skills. Initiative & Ownership Self-motivated and proactive. Takes ownership of responsibilities. Anticipates requirements and acts without constant supervision. Demonstrates a solutions-driven mindset. Accountability & Follow Through Comfortable following up on actions and commitments. Able to hold people accountable professionally and respectfully. Persistent in ensuring matters are completed. Strong sense of responsibility and urgency. Relationship Building Builds positive working relationships across departments. Works effectively within a family-business environment. Earns trust and credibility through reliability and consistency. Adaptability & Resilience Thrives in a fast-paced environment. Handles changing priorities calmly and professionally. Learns quickly and adapts to new responsibilities. Works effectively under pressure. Leadership Potential Demonstrates confidence and maturity. Comfortable coordinating activities and people. Shows initiative in driving projects and actions forward. Possesses potential for future growth into a more senior support or leadership role. Critical Thinking & Problem Solving Thinks independently and analytically. Identifies practical solutions. Able to assess priorities and make sound recommendations. Focuses on outcomes rather than activity. Energy & Attitude Positive, energetic and enthusiastic. Strong work ethic. Committed to continuous improvement. Takes pride in producing high-quality work. Looking to build a long-term career within the business. Key Success Measures The successful candidate will: Reduce administrative and coordination demands on management. Ensure meetings are documented with clear actions and accountability. Improve follow-up and execution across departments. Enhance communication and reporting throughout the business. Support marketing and business development initiatives. Become a trusted support resource to the leadership team. Create structure, visibility and accountability across the organisation