About the position
Our client is looking for an Executive Assistant & Operations Coordinator based in Woodstock, Cape Town. It's a fast-paced, entrepreneurial environment where you'll handle client communications, supplier negotiations, and project coordination, all while learning the ropes of logistics and e-commerce. With direct mentorship, visible impact from day one, and a clear path to grow into senior operations, this is the perfect opportunity for someone proactive, detail-driven, and ready to take ownership in a high-performance team.
Key Responsibilities
- Day-to-Day Executive Support:
- Manage the Founder's diary, communications, and priorities
- Draft and send client and supplier correspondence
- Track action items, follow up on outstanding matters without being asked
- Prepare briefing notes and summaries before meetings
- Operations & Project Coordination:
- Coordinate between warehouse, dispatch, finance, and technical teams
- Assist with e-commerce fulfilment operations and client onboarding
- Track shipments, resolve escalations, and communicate updates to clients
- Maintain systems, files, and records with precision
- Problem Solving (The 1-3-1 Principle):
- When you encounter a problem, you are expected to arrive with it already analysed: one clear problem statement, three possible solutions you have considered, and one recommendation. This is non-negotiable.
- Business Support:
- Research suppliers, partners, and opportunities as directed
- Assist with quotes, proposals, and client presentations
- Support business development and marketing activities
- Handle personal and administrative tasks for the Founder as required
Requirements
- 2-5 years' experience supporting a founder, director, or senior executive
- Comfortable working in a fast-moving, entrepreneurial environment
- Basic operations or project coordination experience
- Proficient in Google Workspace, WhatsApp Business, and MS Office
- Some exposure to logistics, freight, or e-commerce is an advantage
- Emotionally regulated - you stay calm under pressure, with clients, and in chaos
- Proactive - you think two steps ahead and you act before being asked
- A problem-solver - you bring solutions, not just problems
- Discreet and trustworthy - you will have access to sensitive business information
- Excellent communicator - written and verbal, in English and ideally Afrikaans
- Organised with genuine attention to detail
Desired Skills:
- Personal Assistant
- Executive Assistant
- Google Workspace
