Executive Assistant to MD

EXECUTIVE ASSISTANT TO THE MANAGING DIRECTOR
We are a leading international fruit export company seeking to appoint a highly capable Executive Assistant to support the Managing Director (MD). This is a trusted, high-level role requiring professionalism, sound judgment and the ability to manage priorities in a fast-paced global environment. Reporting to the MD, the successful candidate will be based at our Cape Town offices (Tygervalley area).

Job Purpose
Provide comprehensive executive, operational and governance support to the MD’s office to ensure effective leadership of the business. This will be achieved by working closely with the Board and Executive Management (EM) team | Act as a gateway to the MD’s office, balancing accessibility with protection of his time, priorities and reputation – around 20% of this role will support his person/family schedule. Effectively manage schedules and communication, coordinate Board and EM team processes, oversee office administration and operations and coordinate all travel and related functions within prescribed budgets. This position requires a candidate who is confident, emotionally mature and able to navigate all senior leadership dynamics with professionalism while maintaining clear boundaries and operating within the scope of the role.

Minimum knowledge and experience required
• Bachelor’s degree preferred
• 5–10 years’ experience supporting senior or C-level executives preferably in a global environment
• Experience with Board and EM team processes
• Exceptional organisational, administrative and communication abilities
• Advanced Microsoft Office (Outlook, Word, Excel, PowerPoint) and other document management skills

Key Performance Areas (KPAs) KPAs will include (but are not limited to) the following responsibilities
• Comprehensive support to the MD’s office: complex diary management and prioritizing executive workflow
• Provide efficient administrative support to the Board and EM team as required
• Prepare and coordinate documentation for Board and EM team meetings as directed by the Secretariat (this includes agendas, packs, minutes and follow up action items)
• Draft correspondence and support executive communication as directed by the MD
• Oversee all elements related to: The company’s premises (1300+ m2); service providers; reception (mentoring, efficiency and consistent service delivery)
• Coordination of office functions and special events as directed by the MD and HR;
• Coordination of company quarterly Townhall meetings (collation of feedback and presentations)
• Ensure compliance with internal governance processes and Quality Management Services (QMS) requirements/processes
• End-to-end management of all company travel via service providers (flights, visas, accommodation, vehicle hire, service provider liaison, consolidation of related expenses)
• Budget oversight and cost-conscious administration within approved limits; Reconciling of company credit cards; coordinating with HR and Finance on expense related matters
Keep a professional, solution-focused working relationship across all departments and maintain a consistent liaison between the MD and EM team to ensure alignment across the organisation

Key attributes / requirements
We are looking for a professional who demonstrates confidence, discretion and integrity, together with strong organizational ability, accuracy and attention to detail. The ideal candidate will show mature judgement and the capacity to work effectively with senior leadership, while maintaining resilience and composure in a demanding environment. We will require you to take initiative, approach challenges with proactive problem-solving and be able to work independently while having the EQ to remain aligned with the MD’s leadership style. In essence, this role is best suited to a calm, structured and trusted professional who can manage complexity behind the scenes and contribute positively to the company’s goals under the direction of the MD and Executive Management team.