- This role's requirements include a willingness to be based in Hoedspruit, with duties shared between a farm located within a game reserve and a town-based office environment. The role calls for flexibility to adapt to a varied and evolving workload, as well as a level of maturity and life experience appropriate for managing diverse responsibilities and engaging effectively with a range of stakeholders.
Core Criteria:
- Excellent organizational and time management skills
- Strong written and verbal communication abilities
- High level of computer literacy and proficiency with remote collaboration tools
- Ability to work independently and take initiative
- Self-sufficient and confident in managing responsibilities without direct supervision
- Strong problem-solving skills with the ability to anticipate needs proactively
- Ability to function effectively in a fast-paced, high-pressure environment
- Resilient, adaptable, and able to manage challenging situations
- High level of discretion, professionalism, and confidentiality
- Comfortable working in a rural environment and engaging with local communities
- Comfortable interacting with a wide range of stakeholders, from international tourism leadership to farm staff
Responsibilities:
Executive Support:
- Provide high-level, day-to-day personal and professional support to the Managing Director, ensuring all administrative and operational needs are handled efficiently and proactively.
Independent Task Management:
- Operate with a high degree of autonomy, ensuring all responsibilities are carried out effectively in the Managing Director’s absence, with minimal supervision.
Diary & Schedule Management:
- Manage a complex and frequently changing calendar, including scheduling, confirming, and coordinating meetings, appointments, and commitments across multiple responsibilities.
Meeting Coordination & Support:
- Organize and coordinate virtual and in-person meetings, including preparing agendas, circulating relevant documentation, and taking accurate, detailed minutes with clear action points.
Travel & Logistics Coordination:
- Plan and manage all travel arrangements, including bookings, itineraries, and logistics, ensuring seamless execution of both local and international travel where required.
Administrative Management:
- Oversee and execute a wide range of administrative functions across personal, business, and farm operations, ensuring all systems and processes run smoothly.
Financial Administration:
- Assist with expense tracking, reconciliations, and light bookkeeping for farm operations, maintaining accurate and up-to-date financial records.
Farm Operations Support:
- Provide administrative and coordination support for farm activities, including assisting with farm staff management, scheduling, and oversight of farm-related tasks.
Equipment & Resource Coordination:
- Monitor and coordinate the use, maintenance, and organization of farm equipment and resources, ensuring operational efficiency.
Vehicle Management:
- Maintain vehicle logs, track usage, and coordinate routine servicing and maintenance to ensure all vehicles are in good working condition.
Communication & Correspondence:
- Manage and respond to emails, calls, and other communications on behalf of the Managing Director in a professional and timely manner.
Document & Data Management:
- Prepare, format, and manage documents, reports, and records, ensuring accuracy and accessibility of information.
Personal Assistance & Errands:
- Handle personal tasks and errands, ensuring the smooth running of the Managing Director’s personal environment.
Operational Oversight:
- Act as a central point of coordination across various areas (personal, business, and farm), ensuring tasks are followed through and nothing falls through the cracks.
Proactive Support & Problem Solving:
- Anticipate needs, identify potential issues, and take initiative to resolve challenges before they escalate.
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- As a Senior Groups & Incentives Travel Designer, you will play a key role in designing, coordinating, and delivering high-end MICE, incentive, and specialist group travel within the portfolio. You will work closely with trade partners, DMCs, and internal sales and operations teams to create seamless, bespoke group journeys that align with luxury standards, conservation ethos, and commercial objectives.
- This role requires a consultative mindset, strong logistical capability, and the ability to manage complex group movements while maintaining exceptional service levels and margin integrity.
Core Criteria:
- Matric with Mathematics (Standard Grade or higher).
- Tertiary qualification in Travel & Tourism, Hospitality, or a related field (advantageous).
- 6–10 years’ experience in a senior Groups, Incentives, or MICE travel design / reservation’s role.
- Proven experience managing group logistics, complex itineraries, and high-value clients.
- Strong working knowledge of Tourplan and Microsoft Office.
MICE & Group Travel Design
- Design and deliver bespoke group, incentive, and MICE itineraries, tailored to client objectives, budgets, and guest profiles.
- Identify and implement value-adds and upselling opportunities that enhance group experiences while protecting margins.
Service Excellence & Stakeholder Management
- Provide prompt, professional, and solutions-driven service to trade partners, incentive houses, and internal stakeholders.
- Communicate clearly and proactively, managing expectations across multiple touchpoints.
- Build and maintain strong, trust-based relationships with key agents and MICE partners.
Operational & Logistical Coordination
- Manage complex group logistics including rooming lists, movements, activities, and special requirements.
- Collaborate closely with Operations Specialists to ensure flawless on-the-ground execution.
- Maintain accurate and detailed booking files to ensure seamless delivery from confirmation through travel.
Commercial & Performance Focus
- Quote accurately and timeously, ensuring pricing integrity and commercial viability.
- Monitor margins and performance metrics, contributing to overall departmental targets.
- Support Sales and Reservations leadership with insights into group trends and opportunities.
Product & Systems Expertise
- Maintain in-depth knowledge of Wilderness camps, regions, and experiences across Southern and East Africa.
- Leverage systems such as WETU, Smartbox, Tourplan, and Microsoft Office to streamline workflows and enhance service delivery.
Skills & Competencies
- Exceptional attention to detail and organisational skills.
- Strong verbal and written communication skills (English essential; European languages advantageous).
- Confident in consultative selling, personalisation, and upselling within a luxury context.
- Ability to manage pressure, deadlines, and multiple group files simultaneously.
Personal Attributes
- Creative, proactive, and solutions-oriented.
- Service-driven with a strong client-centric mindset.
- Passionate about wildlife, conservation, and sustainable tourism.
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