Executive Assistant

Executive Assistant

Contract: 3-Year Fixed Term Contract (Renewable)
Location: Durban

Job Description

Our client is a globally recognised research organisation based in Durban

The successful candidate will provide proactive, high-level executive and administrative support to senior leadership and departmental heads, ensuring the efficient and professional management of executive offices.

Minimum Requirements

• National Diploma or Degree in Business Administration, Business Science, Commerce, or a related field
• Minimum of 5 years’ experience in executive secretarial or office administration roles supporting senior executives
• Proven experience managing executive diaries and engaging with internal and external stakeholders
• Experience coordinating both local and international travel arrangements
• Advanced proficiency in Microsoft Office (PowerPoint, Excel, Word, Outlook)
• Valid driver’s licence
• Knowledge of SAP Business Systems will be advantageous
• Exposure to research environments or data analysis will be beneficial

Key Responsibilities

• Provide comprehensive administrative and operational support to executive offices
• Coordinate and manage meetings, including scheduling, invitations, venue bookings, and catering arrangements
• Handle conference registrations and RSVP coordination
• Manage local and international travel, including accommodation, visas, and transport logistics
• Process travel advances, subsistence claims, and related documentation
• Liaise with key internal and external stakeholders professionally
• Prepare reports, presentations, agendas, correspondence, and meeting minutes
• Maintain accurate and secure filing systems (electronic and hard copy)
• Assist with ad hoc projects and additional administrative tasks as required

Personal Qualities & Competencies

• High level of accuracy and strong analytical ability
• Excellent organisational and time management skills
• Strong communication and interpersonal skills
• Proactive and able to take initiative
• Ability to multitask effectively in a fast-paced environment
• Strong problem-solving skills
• High level of discretion and confidentiality
• Willingness to work extended hours when required