Executive Assistant at Vector Logistics

Job Purpose

• To provide comprehensive executive, administrative, operational and coordination support to the CEO, ensuring the effective management of schedules, communications, business priorities, governance requirements and stakeholder engagements.
• The Executive Assistant serves as a trusted business partner, enabling the CEO to operate efficiently while maintaining high levels of professionalism, confidentiality and service excellence.

Key Responsibilities

• Manage the CEO's executive office, ensuring effective prioritisation of strategic, operational and governance activities.
• Coordinate and optimise the CEO's calendar, ensuring alignment to business priorities and strategic objectives.
• Prepare and review executive-level reports, presentations, board packs, governance documentation and business communications.
• Act as liaison between the CEO and Executive Committee members, ensuring follow-up and execution of key actions.
• Coordinate Board, Executive Committee (Exco) and strategic leadership meetings, including agenda preparation, minutes and action tracking.
• Monitor progress against strategic initiatives and provide regular updates to the CEO.
• Manage confidential business information, sensitive correspondence and executive documentation.
• Coordinate local and international travel arrangements, executive events and stakeholder engagements.
• Complete credit card recons for the Exco team.
• Facilitate communication between the CEO and internal and external stakeholders.
• Support the CEO with governance requirements, stakeholder management and executive decision-making processes.
• Assist with special projects, acquisitions, business transformation initiatives and strategic business reviews.
• Drive continuous improvement within the Office of the CEO to enhance efficiency and effectiveness.
• Ability to analyse large sets of data and summarise in high level ways for Exco.

Key Relationships

Internal

• Chief Executive Officer.
• Executive Committee (Exco).
• Board Members.
• Senior Leadership Team.
• Functional Executives and Department Heads.
• Human Resources.
• Finance.
• Legal and Risk.
• Information Technology.

External

• Customers and Strategic Clients.
• Shareholders and Investors.
• Board Members and Non-Executive Directors.
• External Auditors.
• Legal Advisors.
• Regulators and Government Representatives.
• Industry Bodies and Associations.
• Strategic Business Partners.
• Service Providers and Suppliers.
• Media and Public Relations representatives (where applicable).

Qualifications, Skills and Experience Required for the Job

Qualifications and Experience

• Grade 12 (Matric) essential.
• Bachelor's Degree or Diploma in Business Administration, Corporate Governance, Commerce, Management or a related discipline.
• Executive Assistant, Office Management or Corporate Governance qualification advantageous.
• Company Secretarial, Project Management or Business Administration certification.
• Power BI, Excel, and Presentation certification.
• Minimum 8 to 10 years' experience supporting C-suite executives.
• Minimum 5 years' experience supporting a Chief Executive Officer, Managing Director or equivalent senior executive.
• Proven experience managing Board and Executive Committee administration.
• Experience coordinating executive leadership teams and strategic business initiatives.
• Experience in a large corporate or multi-site business environment.
• Exposure to governance, investor, regulatory and shareholder engagement processes would be advantageous.

Skills and Competencies

Leadership Competencies

• Strategic Thinking
• Business Acumen
• Stakeholder Management
• Executive Presence
• Influencing and Networking
• Organisational Awareness

Functional Competencies

Planning and Organisation

• Project Coordination
• Governance Administration
• Confidentiality and Integrity
• Advanced Communication Skills
• Attention to Detail
• Decision Making
• Problem Solving
• Resilience and Adaptability

Personal Attributes

• Professionalism
• Discretion
• Initiative
• Proactive Mindset
• Emotional Intelligence
• Customer Focus
• Results Orientation