Job Specification: Executive Personal Assistant & Marketing Executive

SUMMARY:
This is a dual-function role combining executive-level support with marketing, branding, and communications leadership. The successful candidate will act as the right hand to two Managing Directors, ensuring seamless executive operations while also driving marketing strategy, events, and corporate identity initiatives.

POSITION INFO:

Role Overview

This dual-function role requires a highly organised, resourceful, and versatile professional who can provide executive-level support to senior leadership while also driving marketing, communications, branding, events, and stakeholder engagement initiatives.

As the right hand to two Managing Directors, you will ensure seamless executive operations while shaping the company’s corporate identity and client experience through high-profile projects and events. This role goes beyond administration—it demands a strategic thinker, confident operator, and creative problem-solver who thrives in a fast-paced environment.

Key Responsibilities

Executive Support & Administration

• Provide confidential, high-level support to two Managing Directors.
• Manage executive calendars, meetings, and travel arrangements (flights, accommodation, visas, passports, foreign exchange).
• Act as primary liaison between executives, employees, clients, and external partners.
• Prepare and design reports, presentations, and communication materials.
• Oversee budgets, cost centres, and compliance.
• Process and manage payments for all events, supplies, and related expenses, while ensuring BEE compliance where applicable.
• Coordinate board packs, management meetings, conferences, and internal events (Both Joint and Divisional Conferences).
• Maintain annual planners and calendars for Building & Civils teams.
• Organise client entertainment, golf days, Leopard Creek client trips, and other corporate hospitality.
• Support company secretariat and CFO with analyst invites and project content.
• Source, negotiate, and manage supplier contracts for branded items, gifts, and event requirements.
• Provide ad hoc logistics support for executives and teams.
• Manage filing systems and client databases.
• Ensure smooth communication with regional PA’s and divisional MDs.
• Provide discreet call screening, guest reception, and meeting support.
• Arrange personal and company milestones (flowers, gifts, birthdays).
• Monitor licenses, dress codes, and other compliance-related reminders.
• Manage corporate card reconciliations and monthly returns.
• Prioritise MDs’ schedules and manage meeting conflicts.
• Assist MD’s with occasional personal tasks.
• Remain flexible and available after hours as required, ensuring absolute confidentiality at all times.

Marketing, Branding & Communications – Summary (Comprehensive responsibilities and timelines will be shared upon appointment)

• Manage company website, internet, and social media platforms.
• Design and distribute marketing collateral (newsletters, invitations, posters, diaries, calendars, greeting cards).
• Oversee internal communications and ensure consistent use of corporate templates.
• Maintain corporate identity (branding guidelines, project galleries, logo libraries).
• Manage photographers and curate project imagery.
• Oversee site branding and company banners.
• Promote WBHO’s involvement in social and community events.

People & Team Leadership (Reception & Front of House)

• Lead and supervise a reception team of three, ensuring professional front-of-house service.
• Handle recruitment, training, performance management, and rosters.
• Oversee HR requirements, disciplinary issues, and payroll discussions.
• Manage switchboard operations, IT systems, and reception budgets.
• Ensure reception areas reflect the company’s professional standards.

Corporate Clothing & Housing Management

• Design and manage corporate clothing ranges and supplier relationships.
• Oversee branding, uniforms, and promotional sales.
• Manage three company housing properties: allocations, maintenance, utilities, and housekeeping (working alongside the property manager).

Skills & Competencies

Core Skills

• Proven experience in C-suite executive support.
• Strong marketing, branding, and event management expertise.
• Advanced organisational and multitasking abilities.
• Excellent written, verbal, and presentation communication skills.
• Strong client relationship and interpersonal skills.

Technical Proficiency

• MS Office Suite (advanced PowerPoint and Excel).
• Adobe InDesign, Photoshop (basic), Canva.
• Website and social media management.
• Budget management and reporting.
• Basic IT troubleshooting.

Personal Attributes

• Discreet, professional, and deadline-driven.
• Detail-oriented with excellent problem-solving skills.
• Calm under pressure, resilient, and adaptable.
• Strong leadership and supervisory abilities.
• Creative thinker with a passion for branding and design.
• Resourceful, proactive, and quick to learn.

Qualifications & Experience

• Matric certificate essential; tertiary qualification in Business Administration, Marketing, or Event Management advantageous.
• 10+ years’ proven experience in executive assistant and/or marketing roles, ideally within construction, engineering, or corporate sectors.
• Demonstrated success in managing high-level events, corporate branding, and executive administration.
• Supervisory/leadership experience essential.
• Valid driver’s licence required.

Why This Role Matters

This is a pivotal role within The commpany. The successful candidate will not only act as a trusted partner to senior executives but also shape the client and employee experience across the business. From boardrooms to national conferences, you will ensure the company is consistently represented with professionalism and excellence.