Executive Assistant

Position Purpose

The Executive Assistant (EA) to the Coastal General Manager (CGM) plays a pivotal role in supporting the CGM with high-level administrative, operational, and project coordination tasks. This role ensures the CGM’s time is optimally managed, regional operations are well-supported, and communication is streamlined across stakeholders. The EA must be highly organized, resourceful, and capable of handling confidential information with discretion, while maintaining a professional and approachable demeanor at all times. This isn’t your average EA job. You’ll be the right hand to a results-focused leader — someone who expects reliability, confidentiality, and excellence, and who leads with purpose and energy.

Duties & Responsibilities
Executive & Operational Support
• Manage the CGM’s calendar, schedule appointments, and coordinate meetings, ensuring alignment with strategic priorities.
• Prepare agendas, compile documents, and take accurate minutes for internal and external meetings.
• Coordinate and track follow-ups on action items from meetings, engagements, and projects.
• Arrange all travel logistics including flights, accommodation, car hire, and regional itineraries.
Communication & Stakeholder Management
• Serve as the first point of contact between the CGM and internal/external stakeholders, filtering requests and prioritizing communication.
• Draft correspondence, reports, presentations, and communication on behalf of the CGM.
• Liaise with national departments to ensure regional alignment and information flow.
Project & Regional Support
• Assist in the planning, execution, and monitoring of regional projects and campaigns.
• Maintain oversight of regional deliverables and provide administrative support on key initiatives.
• Track key operational KPIs and provide updates or reports as required.

Administrative & Office Management
• Manage confidential records, files, and documentation in accordance with compliance requirements.
• Coordinate regional team meetings, strategy sessions, and staff events.
• Process expense claims, credit card reconciliations, and administrative support related to procurement or supplier liaison.
• Support recruitment coordination, onboarding logistics, or HR administration in the region as delegated by the CGM.

Technical Skills, Competencies, Qualifications, Education & Experience

Technical Skills
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Strong document formatting and presentation preparation
• Familiarity with project management tools (e.g., Trello, Asana, MS Planner – advantageous)
• Minute-taking and report-writing skills
• Digital file management and document control best practices

Core Competencies
• Exceptional planning, coordination, and time-management skills
• Strong interpersonal and communication ability (both written and verbal)
• Discretion and confidentiality in dealing with sensitive matters
• Problem-solving mindset with initiative and sound judgment
• Ability to work independently and handle multiple priorities simultaneously
• Attention to detail and quality
• Professionalism and ability to interface with all levels of the business

Qualifications & Education
• Matric (compulsory)
• Relevant tertiary qualification in Business and or Office Administration, Business Support, or related field (preferred)

Experience
• Minimum 3–5 years’ experience in a senior administrative or Executive Assistant role
• Previous experience supporting senior leadership or executive-level management
• Exposure to multi-site or regional operations preferred
• Experience in fast-paced, high-output environments

You’ll Thrive in This Role If You Are…
• Proactive & Driven – You take ownership, run with tasks, and don’t wait to be asked — time isn’t something you watch; it’s something you manage.
• Dependable to the Core – The GM knows things will get done — efficiently, accurately, and without a second reminder.
• Naturally Discreet – Sensitive matters? You handle them with the professionalism and confidentiality they deserve.
• A Solutions Architect – Where others see chaos or complexity, you bring clarity, structure, and action.

Why Join Us?
You’re not just part of a business — you’re part of a movement. Every role here contributes to something bigger: making a difference, one day, one kilometre, one life at a time. Whether you’re behind the wheel, behind the scenes, or supporting our leadership, your work helps create safer roads, stronger teams, and smarter drivers across the continent. If you’re looking for purpose-driven work, a values-led culture, and the chance to grow while making a tangible impact — this is where your journey begins.