SUMMARY:
Our client is looking for a executive personal assistant and operation coordinator to join their team.
POSITION INFO:
Key responsibilities Executive diary and time control Manage the Director's diary, meeting schedule, preparation time and follow up blocks. Confirm meetings, prepare links, issue reminders and ensure the Director is properly prepared. Protect focus time and reduce unnecessary diary pressure. Communication and inbox support Assist with email, WhatsApp and client communication where appropriate. Draft professional responses, flag urgent matters and track pending replies. Ensure important communication is not missed or delayed. Meeting preparation and action management Prepare agendas, client notes, supporting documents and meeting packs. Attend selected meetings where required and capture action items. Follow up with internal team members, clients and suppliers until actions are closed. Client and sales administration Support proposal preparation, quotation follow ups, client onboarding checklists and renewal reminders. Maintain CRM discipline and ensure that opportunities, contacts and follow ups are properly recorded. Assist with structured client handovers from sales to implementation. Internal operations coordination Coordinate open tasks between sales, marketing, implementation, finance and external suppliers. Track deadlines, overdue actions, project commitments and recurring management routines. Create visibility for the Director on what needs attention. Systems and document control Maintain clean records in monday.com, GoHighLevel, Google Drive, Microsoft Office documents and other internal systems. Ensure proposals, letters, meeting notes, policies and client documents are correctly named, stored and easy to find. Help Red Hot Zone apply internally the system discipline it delivers to clients. Finance, supplier and administration support Assist with invoice follow ups, subscription tracking, supplier communication and document preparation for accounting support. Track routine administrative obligations and escalate risks before they become urgent. Support basic reporting and administrative preparation for management meetings. Recruitment and people administration support Assist with job adverts, interview scheduling, candidate communication and onboarding checklists. Support training reminders, staff records and basic HR administration. Help maintain a professional candidate and employee experience. Manage all staff through regular check-ins, workload assessment, time keeping, and task output. Confidential executive support Handle company, client, staff and financial information with discretion. Exercise sound judgement when dealing with sensitive matters. Maintain professional boundaries and confidentiality at all times. Minimum requirements Grade 12 or equivalent. A certificate or diploma in office administration, business administration, project administration or a related field will be advantageous. At least 3 to 5 years' experience as a Personal Assistant, Executive Assistant, Office Administrator, Operations Assistant or similar role. Strong written and verbal English. Afrikaans will be advantageous in the Lowveld market. Excellent computer literacy, including Microsoft Office, online calendars and online meeting tools. Experience with CRM systems, monday.com, GoHighLevel, Jotform, Canva or similar tools will be advantageous. Own transport and a valid driver's licence will be advantageous. Ability to work independently, follow up firmly and maintain confidentiality. Ideal candidate profile Mature, organised and calm under pressure. Strong attention to detail and excellent follow through. Able to work close to a founder Director in a fast moving business. Comfortable dealing with clients, suppliers and internal team members. Confident enough to remind people, follow up and close loops professionally. Commercially aware, discreet and trustworthy. Able to move between routine administration and higher level executive support.
