You will serve as an independent contractor to provide high-level executive assistance, complex diary administration, and operational coordination support to the Chief Operating Officer (COO) of a prominent organisation in the renewable energy sector, with potential to extend support across the broader C-Suite as the scope evolves. Availability: Initial commitment of 6 hours per week (Monday, Wednesday, and Friday, 09:00–11:00 SAST), with capacity to scale up towards 30 hours per week based on operational requirements.
The primary objective of the role is to maximise executive productivity and operational flow by maintaining precise diary control, resolving scheduling conflicts well in advance, coordinating seamless end-to-end travel logistics, and facilitating professional stakeholder engagements within a hybrid working model.
Contract Term
Initial engagement: Starting at 6 hours per week (Monday, Wednesday, Friday, 09:00–11:00 SAST), with potential to scale up to 30 hours per week
Work arrangement: Hybrid (Remote working combined with necessary in-office commitments, including initial on-site training; candidate must be based in Gauteng, ideally near Pretoria)
Schedule: Structured core operational windows (Mon/Wed/Fri mornings) with flexibility as engagement hours expand
Contract type: Independent Contractor
Scope of Services
1. Executive Diary & Strategic Calendar Administration
The contractor will:
Oversee and administer the COO’s master calendar to optimise executive productivity.
Implement proactive diary conflict resolution, identifying and mitigating meeting overlaps at least two weeks in advance.
Structure strategic time blocks within the schedule to protect focus periods, strategic thinking, and pre-meeting preparation time.
Reprioritise, reschedule, and decline appointment requests diplomatically in alignment with executive priorities.
2. Meeting Coordination & Stakeholder Engagement
The contractor will:
Coordinate logistics for virtual and in-person executive sessions, board discussions, and external partner meetings.
Manage physical meeting requirements, including room reservations, audio-visual/IT equipment readiness, and catering arrangements.
Interface professionally with internal department heads and external stakeholders to confirm meeting agendas, attendee rosters, and briefing packs.
3. Travel Management & Itinerary Logistics
The contractor will:
Coordinate end-to-end domestic and international travel arrangements for the COO and broader leadership team (flights, vehicle transfers, and accommodation).
Build detailed, multi-leg travel itineraries containing confirmation codes, transport contacts, and calendar synchronisation.
Manage corporate guest arrangements, including short-term lodging and travel profiling for incoming executive hires and visiting partners in compliance with internal travel policy.
4. Executive Administration & Operational Alignment
The contractor will:
Provide high-touch administrative support across ad-hoc executive projects while upholding absolute discretion and confidentiality.
Work in direct collaboration with the Business Support Manager to execute smooth task handovers and align with organisational documentation standards.
Prepare, format, and review executive briefing documents, memos, and slide decks using Microsoft Office.
Deliverables
The contractor will provide:
Weekly Deliverables
A rolling two-to-four-week forward-looking diary audit highlighting confirmed commitments, pending invites, and resolved clashes.
Weekly meeting logistics schedule confirming room bookings, technology setup, and catering provisions for all scheduled sessions.
Comprehensive travel itinerary packets and briefing summaries for upcoming executive trips.
Bi-weekly operational handover and priority alignment brief shared with the Business Support Manager.
Monthly Deliverables
Monthly executive calendar review assessing time allocation across strategic work, internal meetings, and external partner engagements.
Executive travel and logistical expense reconciliation report tracking booking costs and corporate travel compliance.
Operational feedback summary recommending scheduling adjustments, workflow efficiencies, or travel booking process refinements.
Requirements
Required Skills & Experience
The contractor should demonstrate:
National Senior Certificate (Matric) essential.
5 to 8 years of proven experience as an Executive Assistant, Personal Assistant, or Senior Virtual Assistant.
Substantial track record directly supporting C-Suite executives or senior corporate leadership.
Advanced capability in complex calendar management, proactive gatekeeping, and meeting conflict resolution.
Practical experience booking and managing multi-leg corporate travel and accommodation itineraries.
Residence in Gauteng (ideally Pretoria or surrounding areas) to accommodate on-site training and hybrid office commitments.
Flawless verbal and written English communication skills with high emotional intelligence and executive presence.
Uncompromising discretion when handling sensitive corporate, financial, and personnel information.
Preferred Experience
Preference will be given to candidates with:
A relevant tertiary qualification in Business Administration, Office Management, or related disciplines.
Prior exposure to fast-paced corporate environments within renewable energy, infrastructure, or clean technology.
Advanced proficiency in Microsoft Outlook and Microsoft Teams.
Strong working capabilities across the broader Microsoft Office Suite (Word, Excel, PowerPoint).
Benefits
- Virtual/remote work structure with a hybrid component. (Preference for candidates in Gauteng or Pretoria).
- Opportunity for the scope of work and hours to increase over time.
