Business Operations & Executive Coordinator

Key Responsibilities
Executive Support

• Provide direct support to the leadership team.
• Coordinate calendars, meetings and follow-up activities where required.
• Prepare meeting agendas.
• Attend management, sales and departmental meetings.
• Take accurate meeting minutes.
• Compile clear meeting summaries and action plans.
• Maintain action registers and follow up on outstanding commitments.
• Ensure agreed actions are completed within required timeframes.
• Escalate overdue or unresolved matters to management.

• Act as a coordination point between departments.
• Monitor progress on business initiatives and strategic projects.
• Assist with implementation of management decisions.
• Coordinate internal communication and follow-up activities.
• Drive accountability by monitoring agreed actions and deadlines.
• Identify bottlenecks and bring matters requiring attention to management.

• Compile weekly and monthly management reports.
• Assist with KPI tracking and reporting.
• Consolidate departmental feedback and progress updates.
• Maintain company records, procedures and documentation.
• Assist with HR administration and related documentation.
• Support management with information gathering, analysis and reporting.

• Coordinate marketing initiatives and campaigns.
• Assist with LinkedIn and social media activities.
• Coordinate supplier marketing opportunities and product launches.
• Assist with customer communication campaigns.
• Support maintenance of brochures, presentations and product information.
• Conduct basic market and competitor research.

• Track project milestones, deliverables and deadlines.
• Schedule and coordinate project meetings.
• Monitor progress against agreed timelines.
• Prepare project updates for management review.
• Assist departments in ensuring projects remain on track.

• Diploma or Degree in Business Management, Administration, Marketing, Commerce or a related field.
• 2-5 years' experience in administration, executive support, business coordination, project coordination or operations support.
• Strong Microsoft Office skills.
• Intermediate to advanced Excel proficiency.
• Excellent written and verbal communication skills.
• Valid driver's licence advantageous.

• Be fully fluent in Afrikaans and English.
• Read, write and speak both languages professionally.
• Be comfortable communicating with customers, suppliers, management and staff.
• Be capable of drafting professional correspondence, reports and meeting minutes in both Afrikaans and English.

• Maintains strict confidentiality.
• Demonstrates discretion and good judgement.
• Represents the business professionally at all times.

• Excellent verbal and written communication.
• Strong listening skills.
• Ability to engage confidently at all levels of the organisation.
• Able to summarise discussions and communicate key information clearly.

• Highly organised and structured.
• Strong attention to detail.
• Able to manage multiple priorities simultaneously.
• Excellent planning and coordination skills.

• Self-motivated and proactive.
• Takes ownership of responsibilities.
• Anticipates requirements and acts without constant supervision.
• Demonstrates a solutions-driven mindset.

• Comfortable following up on actions and commitments.
• Able to hold people accountable professionally and respectfully.
• Persistent in ensuring matters are completed.
• Strong sense of responsibility and urgency.

• Builds positive working relationships across departments.
• Works effectively within a family-business environment.
• Earns trust and credibility through reliability and consistency.

• Thrives in a fast-paced environment.
• Handles changing priorities calmly and professionally.
• Learns quickly and adapts to new responsibilities.
• Works effectively under pressure.

• Demonstrates confidence and maturity.
• Comfortable coordinating activities and people.
• Shows initiative in driving projects and actions forward.
• Possesses potential for future growth into a more senior support or leadership role.

• Thinks independently and analytically.
• Identifies practical solutions.
• Able to assess priorities and make sound recommendations.
• Focuses on outcomes rather than activity.

• Positive, energetic and enthusiastic.
• Strong work ethic.
• Committed to continuous improvement.
• Takes pride in producing high-quality work.
• Looking to build a long-term career within the business.

• Reduce administrative and coordination demands on management.
• Ensure meetings are documented with clear actions and accountability.
• Improve follow-up and execution across departments.
• Enhance communication and reporting throughout the business.
• Support marketing and business development initiatives.
• Become a trusted support resource to the leadership team.
• Create structure, visibility and accountability across the organisation