Executive Assistant & Operations Coordinator

Job Description

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