Job Description
Key Responsibilities Project Administration & Coordination Coordinate company projects initiated/driven by the CEO across multiple sites/buildings. Act as central point of contact between internal role players and external service providers. Set up project files, schedules, action lists, and trackers; ensure follow-through on deliverables. Arrange project meetings, site visits, and supplier engagements; compile agendas and minutes where required. Track progress, risks, dependencies and deadlines; escalate issues proactively. Maintain accurate project documentation, quotations, supplier information, and decision logs. Stakeholder & Service Provider Liaison Liaise with internal teams (e.g., HR, Marketing, Design, Operations) to coordinate inputs and approvals. Brief and manage suppliers/service providers, ensuring requirements are clear and deadlines are met. Conduct local travel to meet service providers, visit company buildings, and support project roll-outs. Executive Support, PA & Travel Coordination (Add to Key Responsibilities) Provide professional PA support to the CEO and selected members of the management/executive team. Manage diaries, meeting scheduling and logistics, ensuring priorities are aligned and deadlines are met. Arrange local and international travel for management, including flights, accommodation, transport, itineraries, visas (where applicable) and travel documentation. Coordinate travel budgets/approvals, obtain quotations, confirm bookings, and ensure all details are communicated clearly to travellers. Prepare and collate meeting packs and briefing notes as required, and assist with correspondence and follow-ups on behalf of the CEO/management team. Handle sensitive information with discretion, maintaining a high level of confidentiality and professionalism at all times. Communications (Internal & External) Draft and compile project-related updates for internal stakeholders (emails, memos, staff updates). Assist with communications content linked to projects (announcements, notices, stakeholder updates). Support the companys professional corporate image through clear, consistent communication. General Administration Provide administrative support related to CEO projects and ad hoc initiatives. Maintain high levels of confidentiality and professionalism when handling business-sensitive information. Minimum Requirements Post-matric qualification (Business Administration, Communications, PR, Project Management, Marketing or related). Fully bilingual in Afrikaans and English (spoken and written) essential . Excellent writing skills (professional emails, project updates, reports, stakeholder communications). Strong organisational skills with proven ability to multitask and meet deadlines. High attention to detail; structured approach to planning and documentation. Confident communicator able to engage at executive, staff and supplier level. Solid computer literacy (MS Office; exposure to project/comms tools advantageous). Valid drivers licence and willingness to travel locally for site visits and supplier meetings. Experience Advantageous Project administration/coordinator experience (multi-stakeholder, deadline-driven projects). Exposure to supplier management and briefing (including chasing deliverables and quality control). Experience drafting internal communications or stakeholder updates. Exposure to corporate branding/communication workflows beneficial (no design required). Personality & Fit Proactive, independent and able to think ahead without constant supervision. Calm under pressure; strong prioritisation when handling multiple projects at once. Professional, well-presented and service-oriented. Practical, solutions-focused and comfortable working across departments and sites. Key Deliverables / Measures of Success Projects coordinated smoothly with clear documentation, timelines and stakeholder alignment. Service providers managed effectively with consistent follow-up and deadline adherence. Accurate tracking, meeting notes, and action items maintained and communicated. Clear, professional project communications delivered consistently.
