Executive Assistant

Introduction

Grindrod Container Solutions is seeking to secure the permanent services of an Executive Assistant to join their Head Office team in Durban. The successful candidate will serve as the first point of contact for clients, visitors, and stakeholders, ensuring a warm and professional welcome while representing the company positively. In addition, the role provides comprehensive administrative and executive support to the Divisional Executive, requiring exceptional communication skills, strong attention to detail, discretion, and the ability to manage multiple priorities in a fast-paced environment. The ideal candidate will demonstrate initiative, sound judgment, and a proactive approach to problem-solving, particularly during the Divisional Executive’s absence. This position is suited to an individual who thrives in a dynamic environment and is committed to delivering high-quality administrative and customer service support.

Job description

The successful applicant will be responsible for but not limited to:

• Welcoming and assisting visitors at all levels of seniority, ensuring a professional, friendly, and positive first impression of the company.
• Answering, screening, and directing incoming telephone calls professionally and efficiently, while maintaining accurate visitor and call records.
• Maintaining a well-organized, professional, and presentable reception area at all times.
• Scheduling appointments, meetings, and manage calendars for a Divisional Executive.
• Handling administrative tasks such as filing, document preparation, and data capturing.
• Assisting with company correspondence and reports.
• Handling confidential information with discretion.
• Assisting with client onboarding and administrative processes.
• Liaising with staff, clients, and external partners when required.
• Managing Divisional Executive’s electronic diary, assessing priority of appointments and reallocation as necessary.
• Managing Divisional Executive’s travelling arrangements (including visas / accommodation).
• Processing Divisional Executive’s correspondence, ensuring that incoming correspondence is dealt with by the Divisional Executive, or on behalf of the Divisional Executive, or other staff as appropriate.
• Maintaining records of Divisional Executive’s contacts.
• Assisting Divisional Executive in researching and following up on matters which fall within the Divisional Executive’s responsibility - proactively follow up on outstanding matters to ensure timely responses and resolution.
• Producing documents, briefing papers, reports and presentations for the Divisional Executive.
• Preparing high-level boardrooms and coordinating catering for Management Committee (MC) meetings when required.
• Handling any other duties as may reasonably be required by the Divisional Executive.
• Organising meetings and ensuring that the Divisional Executive is well prepared for those meetings, preparing agendas, pre-meeting briefings and meeting papers.

Minimum requirements

Qualification / s

• Grade 12 (Matric) or equivalent.
• Bachelor of Commerce in Business Administration or related field

Experience

• 3 - 5 years of experience in a similar role.

Required skills

The following experience is preferable:

• Proven experience as a receptionist and executive assistant
• Proficient in Microsoft Office (Excel, Word, Outlook), including a working knowledge of presentation software packages
• Exceptional interpersonal and communication skills, to enable professional interaction with a wide range of contacts, both internal and external to the organisation
• Strong organisational and time management abilities
• Ability to work independently and as part of a team
• Excellent attention to detail, with the ability to maintain a high level of accuracy
• Friendly and approachable personality
• Ability to prioritise tasks and meet deadlines
• Problem-solving mindset and willingness to take initiative
• Experienced Personal Assistant at senior management level
• Experience of electronic diary management
• Ability to organise and plan own work
• A flexible, pro-active approach to work including the ability to prioritise and re-prioritise
• Ability to work on own initiative
• Ability to deal with sensitive information with discretion and to maintain confidentiality

Due consideration will be given to the company's employment equity targets.

Only shortlisted candidates will be contacted. If you have not received a response within three (3) weeks after the closing date, please consider your application unsuccessful.