Executive Assistant

The Executive Assistant is the operational backbone of Broll Project & Development Services, , Hospitality & Advisory Services and rest of Africa divisions. The role combines office management, executive personal assistant support and business operations in one position, keeping the Managing Director's office and the wider division running smoothly so that senior leaders and project teams can focus on delivering for clients.

Key duties include managing the Johannesburg office and its suppliers, running the Managing Director's diary, travel and correspondence, and coordinating meetings, proposals and reporting across the division's project management, cost management, development advisory and interior design teams. The Operations Executive is often the first point of contact for clients, consultants and colleagues, and contributes directly to the division's professionalism, responsiveness and growth.

The Executive Assistant is responsible for the effective day-to-day running of the division's office and administrative operations, and for providing proactive personal assistant support to the Managing Director. The role requires sound judgement, strict confidentiality and the ability to anticipate needs, manage competing priorities and keep multiple work streams moving without close supervision.

• Manage the day-to-day running of the Johannesburg office, including managing executive diaries, stationery, onboarding and general housekeeping.
• Manage relationships with IT support.
• Coordinate onboarding and offboarding logistics for staff and consultants, including workstations, equipment, system access and induction schedules, working with HR and IT.
• Plan and coordinate team meetings, training sessions, client functions and team events.
• Manage the office budget by obtaining quotations, raising purchase orders and tracking supplier invoices through to payment.

• Manage the Managing Director's diary, prioritising meetings, protecting focus time and resolving conflicts proactively.
• Screen and manage calls, emails and requests on the Managing Director's behalf, and draft, proofread and format correspondence, letters and documents to a professional standard.
• Arrange local and international travel, including flights, visas, accommodation, transfers and detailed itineraries, with a particular focus on Pan-African travel.
• Prepare agendas, briefing packs and minutes for internal and client meetings, and track actions through to completion.
• Coordinate the Managing Director's leadership, executive and client meeting cycles, including papers, reminders and follow-up.
• Process expense claims and travel reconciliations accurately and on time.
• Handle confidential and commercially sensitive information with complete discretion.

• Coordinate the compilation, formatting and submission of proposals, tenders and RFP responses, tracking deadlines, inputs and approvals across teams.
• Maintain up-to-date CVs, credentials, project lists, case studies and templates for use in proposals and client presentations.
• Maintain document control, filing and records for the division, including contracts, proposals and project correspondence, on SharePoint and other document platforms.
• Support project managers, cost managers and directors with meeting logistics, document distribution, stakeholder contact lists and general project administration.
• Support month-end administration by coordinating with finance on timesheets, invoicing schedules and sub-consultant and supplier payments.
• Track and diarise professional registrations, memberships and insurance renewals for the team.
• Maintain team leave calendars and resource schedules, and prepare simple reports and dashboards for management.
• Liaise with other Broll business units, group services and the interior design and fitout team to keep shared processes and requests aligned.
• Maintain and improve internal templates, systems and standard operating procedures, identifying opportunities to streamline or automate administrative work.
• Support the roll-out and adoption of collaboration and document management tools across the team.
• Ensure compliance with company policies, data protection (POPIA) and information security requirements.
• Perform other duties as reasonably required by the Managing Director.

• The Managing Director's diary, travel and correspondence are managed accurately, with minimal…