Executive Assistant

The Executive Assistant provides proactive, confidential, and high-level support to the General Manager, South Africa & Global Export, based in Johannesburg, and the Global Export Director, based in the Netherlands. The role enables both leaders to operate effectively by coordinating complex calendars, international travel, meetings, expenses, and key administrative activities across multiple countries and time zones.

KEY ACCOUNTABILITIES

• Provide trusted, confidential, and professional executive support to the General Manager, South Africa & Global Export, and the Global Export Director.
• Manage complex calendars, appointments, meetings, and competing priorities across multiple countries and time zones.
• Act as the first point of contact for the Executive Assistants supporting other GEM Leadership Team members, including the Executive Assistant to the GEM Regional President.
• Build strong working relationships with regional and global Executive Assistants, Personal Assistants, and administrative teams to ensure effective alignment and coordination.
• Coordinate domestic and international travel arrangements, including flights, accommodation, visas, transfers, detailed itineraries, check-ins, and expense administration.
• Proactively review and compare appropriate flight options and costs across the local travel agency and the Concur system, balancing cost, efficiency, and business requirements.
• Coordinate local, regional, and global visits, conferences, customer meetings, leadership meetings, and employee events.
• Prepare agendas, presentations, reports, meeting minutes, action trackers, and executive correspondence as required.
• Coordinate South Africa & Global Export Leadership Team meetings, QBRs, MMRs, strategic planning sessions, and executive forums.
• Monitor agreed actions and follow up with relevant stakeholders to support the timely completion of deliverables.
• Manage expenses, invoices, records, filing systems, and confidential documentation accurately and efficiently.
• Prepare expense reports for both leaders and facilitate the review and approval of team expense reports, applying a sound understanding of JDE travel policies, budgets, and regional limits.
• Prepare Cigna health insurance claims for the General Manager through the global Cigna platform and follow up on rejected or unresolved claims when required.
• Anticipate business needs and proactively identify practical solutions to scheduling, travel, and operational challenges.
• Handle highly sensitive and confidential information with discretion, sound judgement, and professionalism.