Office Administrator & Executive Assistant

SUMMARY:
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POSITION INFO:

Department: Administration

Reporting To: Managing Director

Purpose of the Role

The Office Administrator & Executive Assistant will play a critical dual-function role supporting both the day-to-day administration and office operations of the business, while also providing high-level executive support to senior leadership.

The role requires a highly organised, detail-oriented, and proactive professional capable of operating effectively within a fast-paced and dynamic environment. The successful candidate will provide direct support to the Managing Director and broader leadership team, including the Head of Finance and Head of Operations, ensuring effective coordination of schedules, communication, projects, documentation, and administrative activities.

This position requires exceptional organisational ability, sound judgement, discretion when handling confidential information, and the ability to anticipate requirements and resolve issues proactively before they impact business operations.

The ideal candidate will be comfortable managing multiple priorities simultaneously and will possess strong communication skills, excellent attention to detail, and a professional, service-driven approach.

Key Responsibilities

• Executive Support
  • Manage executive calendars, schedules, appointments, and meeting coordination with strong prioritisation and time management capability.
  • Coordinate and prepare meeting materials, presentations, reports, and executive briefing documentation.
  • Screen, manage, and coordinate communication on behalf of senior leadership, including emails, telephone calls, and correspondence.
  • Handle highly confidential and sensitive information with professionalism, discretion, and integrity.
  • Manage executive follow-ups, deadlines, and action tracking to ensure accountability and execution of deliverables.
• Operational & Administrative Management
  • Organise, maintain, and manage structured filing systems, business documentation, and company records.
  • Draft, edit, format, and prepare reports, meeting minutes, presentations, and business correspondence.
  • Track key deliverables, deadlines, follow-up actions, and administrative activities.
  • Provide administrative support to management and broader staff requirements where required.
  • Support internal and external audit requirements relating to executive and departmental documentation.
  • Assist with document preparation, filing activities, scheduling requirements, and administrative coordination.
  • Draft, prepare, and distribute internal and external communications and supporting documentation.
  • Assist with onboarding administration and coordination activities for new employees, including workspace setup coordination, access arrangements, and related onboarding requirements.
• Project & Workflow Coordination
  • Support and assist with the monitoring and coordination of strategic projects and business initiatives.
  • Conduct background research, information gathering, and briefing preparation activities.
  • Liaise across departments to facilitate effective communication, collaboration, and workflow coordination.
  • Assist in ensuring project activities and deliverables remain on track and appropriately communicated.
• Office Operations & Facilities Coordination
  • Manage daily office administration activities to ensure an organised, efficient, and well-functioning work environment.
  • Maintain office supply inventory levels, coordinate ordering requirements, and monitor associated expenditure.
  • Coordinate office equipment maintenance and engage with vendors or service providers regarding repairs and support requirements.
  • Coordinate meeting room scheduling, office bookings, and workspace arrangements.
  • Manage various office-related service providers and supplier relationships including telecommunications, printing, and related support services.
  • Support ad hoc office operational requirements as needed.
• Reception & Communication
  • Act as the first point of contact for visitors, clients, and incoming communication.
  • Manage incoming and outgoing mail, courier coordination, and delivery processes.
  • Maintain accurate and updated contact lists and communication channels.
  • Ensure a professional and welcoming front-office experience.
• Record Keeping & Compliance
  • Maintain organised electronic and manual filing systems and documentation repositories.
  • Support data capturing, record maintenance, and adherence to internal processes and procedures.
  • Assist with preparing, updating, and maintaining policies, procedures, manuals, and company documentation.
  • Ensure administrative documentation is maintained accurately and remains audit-ready where required.
• Events & Travel Coordination
  • Assist with planning and coordinating internal meetings, workshops, company functions, and team events.
  • Coordinate travel bookings, itineraries, accommodation arrangements, and related logistics where required.
  • Support meeting and event administration activities from planning through execution.

Experience & Qualifications

• Matric (Grade 12) (essential).
• Proven experience as an Office Administrator, Administrative Assistant, Executive Assistant, or similar role.
• Previous experience providing support to senior leadership or executive-level stakeholders.
• Strong organisational and time-management capability with the ability to manage multiple competing priorities.
• Excellent written and verbal communication skills.
• Strong proficiency in Microsoft 365 including Outlook, Word, Excel, Teams, and PowerPoint.
• Ability to work independently while supporting a collaborative and team-focused environment.
• High attention to detail with a strong professional approach.
• Preferred Experience & Exposure
  • Previous experience within an FMCG or fast-paced operational environment.
  • Exposure to basic bookkeeping principles or expense reconciliation processes.
  • Familiarity with office management systems and basic IT troubleshooting.

Key Competencies & Attributes

• Professional and approachable demeanour.
• Strong communication and interpersonal capability.
• High levels of discretion and confidentiality.
• Strong problem-solving ability with a proactive mindset.
• Excellent planning and organisational skills.
• Ability to anticipate needs and proactively resolve issues.
• Flexible and adaptable approach to changing priorities.
• Strong sense of accountability and ownership.
• Reliable and dependable with a service-oriented approach.
• Ability to work effectively under pressure within a fast-paced environment.

Other Requirements

• Valid driver’s licence and own reliable transport would be advantageous.
• The role requires a flexible individual who is comfortable supporting a broad range of business and executive requirements.
• The successful candidate must be capable of operating within a dynamic environment with changing priorities and multiple stakeholders.

Remuneration & Benefits

• Competitive Total Cost to Company (CTC) package aligned with the level and responsibilities of the role.
• Opportunity to join a dynamic and high-performing FMCG environment.
• Exposure to executive leadership and cross-functional business operations.
• Opportunity to contribute meaningfully within a fast-paced and growing organisation.