Cape Town: Executive Assistant posted by Hire Resolve

About the Role

Hire Resolve’s client is seeking an experienced Executive Assistant to provide full administrative and secretarial support in Cape Town, WC. This role involves managing travel, schedules, communication, insurance, imports, and event planning. The ideal candidate will be proactive, detail-oriented, and fluent in English and Afrikaans, with at least 5 years of relevant experience.

Key Responsibilities

• Manage purchasing authorisation process and handle signed invoices for payment.
• Organise local and international travel for the CEO and for trade/international fairs.
• Manage Forex arrangements for international travel.
• Handle ad hoc personal bookings and research for the CEO.
• Participate in developing and implementing administrative standards, policies, and practices.
• Communicate directives from the CEO to executives, managers, and staff; follow up on assignments.
• Screen and direct incoming calls, visitors, mail, and email.
• Maintain files, records, calendars, and diaries.
• Manage filing systems related to contracts, customer/property documentation, and plans.
• Coordinate meetings, including board preparations, shareholder reports, and catering.
• Prepare draft presentations for CEO meetings (e.g., POWWOW).
• Take minutes and manage agendas and minutes for meetings.
• Process and manage CEO expense claims.
• Manage vehicle insurance portfolio including additions, removals, and claims.
• Oversee all insurance policies and arrange marine/transit cover as needed.
• Manage import payments, verify import documentation, and purchase Forex.
• Determine cash flow with Finance and book FECs for large purchases.
• Reconcile bank statements with transactions bi-weekly.
• Plan and manage internal and external events (e.g., company Indabas).
• Conduct self-assessment and undertake actions to address development areas.
• Perform any additional tasks as required by management.

Requirements

• Diploma in Legal Secretarial or Paralegal studies.
• Grade 12 (Matric)
• Minimum 5 years of related experience.
• Solid knowledge of Microsoft Office Suite.
• Knowledge of office practices and import processing.
• Strong administration, organisational, and junior management skills.
• Excellent verbal and written communication skills in English and Afrikaans.

Qualifications

No formal education or certifications mentioned.

Salary & Benefits

Salary details not explicitly stated.