Executive Assistant and Office Administrator

Introduction About the Role

Our client is seeking a highly organized, professional, and proactive Executive Assistant & Office Administrator to directly support two Founders and CEOs across two dynamic, project-based technical businesses.

This is a key in-office role based in Randburg designed for an individual who excels at taking instructions through to completion, managing competing priorities, and keeping business operations running seamlessly. You will act as the administrative backbone for the directors, assisting with executive support, proposal preparation, polished business writing, and client communication.

Duties & Responsibilities Key Responsibilities

1. Director Support & Workflow Management

Manage diaries, appointments, and competing schedules for both directors. Prepare agendas, assemble meeting materials, record action items, and follow up before deadlines. Triage correspondence, draft routine replies, and handle internal communications. Prepare and format presentations, reports, and administrative documents. Maintain a central action tracker showing project statuses, deadlines, and required decisions. Handle sensitive and confidential information with absolute discretion.

2. Proposal & Client Communications

Coordinate full proposal preparation: gather inputs, draft cover letters, assemble pricing schedules, and track submission deadlines. Prepare client-facing technical documents using information supplied by internal technical leads. Maintain a proposal and quotation register to track outcomes and follow-up dates. Proactively chase outstanding information from clients, suppliers, and internal teams.

3. Office Administration & Records

Maintain current pricing and stock schedules, flagging any missing updates or discrepancies. Oversee company templates, standard company information, and document version control. Process directors' expense claims and assist with handover documentation. Track recurring administrative deadlines, business renewals, and office workflows.

Desired Experience & Qualification Minimum Requirements & Experience

Experience: Proven track record as an Executive Assistant, Senior Administrator, or Personal Assistant supporting senior decision-makers. Business Writing: Exceptional written English skills with the ability to turn rough notes or technical inputs into concise, professional documents and client correspondence. Software Proficiency: Strong proficiency in MS Word, Excel / Google Sheets, shared digital calendars, and cloud document management systems. Attention to Detail: Meticulous accuracy when working with numbers, pricing schedules, document versions, and deadlines. Work Ethic: Highly proactive follow-through able to ask the right questions, close loops, and report back clearly. Industry Background: Previous experience in a project-based, technical, construction, or lighting environment is advantageous, though deep technical expertise is not required.

Package & Remuneration R30 000.00 P/M depending on experience