Bastion & Flowe Pty Ltd is in search of an Executive Assistant with a thorough understanding of the digital landscape. The role is pivotal in supporting senior executives by managing calendars, organising trips and meetings, and serving as a dependable point of contact for information and coordination.
- Administrative support: Handling of routine administrative tasks e.g., producing documents, briefing notes, presentations, meeting agendas, reports, letters, post mail, printing, copying, and filing of documents. A proactive and independent approach to handling routine matters is of high importance.
- Travel organisation: Preparation of extensive and global travel and hotel arrangements. Dealing with last-minute changes in a highly fast-paced environment (booking flights, hotels, taxis, airport pickups). Processing travel expense claims.
- Calendar management: Organisation and maintenance of the executive calendar, scheduling appointments and meetings, and precisely tracking all trips and important meetings. Preparation and communication of itineraries/agendas. Being able to liaise with staff members and clients globally.
- Communication Management: Efficiently handle incoming emails, ensuring prompt distribution of documents to the relevant parties. Monitoring and screening telephone calls, screening enquiries and requests from the executive and other staff members and external contacts. Being the link between the executive and staff members, clients, and suppliers. Interacting with international clients and suppliers.
- Organisation of events as required, with occasional travel. Booking of restaurants and lunches.
- Research: compiling draft research notes for executives and for the internal operations of the organisation.
- Staying abreast of what is happening across the organisation so that feedback to the executive can be shared as requested.
- Flexibility: Be prepared to work overtime and weekends when necessary.
- High school diploma
- B/Admin diploma or similar
- At least five years’ experience working with key executives/international environment
- Knowledge of G-Suite/MS Office
- Knowledge of project management systems (Monday.com preferable)
- Valid driver’s licence and own transport.
- Bilingual in English and Afrikaans, with additional language skills advantageous.
- Exceptional multitasking and planning abilities.
- Competent in working under pressure and prioritising tasks effectively.
- Demonstrates flexibility, teamwork, and a reliable nature.
- Exemplary communication skills, both verbal and written, with a customer service orientation.
- Demonstrate a high level of professional work ethic and integrity.
- Attention to detail.
Internal: Direct superiors, other assistants, travel agents, reception staff, and managers. External: Clients and visitors.
If you have the expertise to operate autonomously and effectively in a fast-paced environment and are service-oriented with a keen eye for detail, Bastion & Flowe invites you to apply for this dynamic role.
Please submit your CV with contactable references and cover letter OR a short 2-minute introduction video telling us more about yourself to [email protected].