Executive Support & Office Coordinator – Onsite – PTA

Datafin was established in 1999 due to the need for a specialized IT recruitment solution. We offer a personalized and flexible recruitment service, specializing in providing both client and candidate with the perfect fit. We pride ourselves on the fact that we have established relationships with industry leaders and a vast majority of our business is repeat business. Datafin’s Goals: Datafin strives to be recognised as the best recruitment company in Cape Town and Johannesburg, using ethical business principles, focusing on technology driven industries and sourcing highly skilled people for cutting edge companies, thereby ensuring sustained profitability and adding value to all stakeholders. Datafin has a 15 year track record in providing reputable companies with like-minded suitable people. In the process, we have established and sustained, mutually beneficial relationships with a large portion of the Cape Town commercial sector. Our success has cultivated a sense of trust with candidates and clients alike and as a result we have a large network of candidates to draw from at any given time.ENVIRONMENT: A leader in biomedical engineering and medical-device innovation is seeking a highly organised, detail-oriented and proactive Executive Support and Office Coordinator to join their team. The successful candidate must hold a diploma or degree in Business Administration, Office Management, Human Resources or a related field.

DUTIES:

REQUIREMENTS:

Executive Support & Office Coordination Manage the Managing Director's calendar, meetings, appointments, and travel with precision. Coordinate internal and external communication, acting as a professional first point of contact. Prepare meeting agendas, minutes, briefing notes, and follow‑up action lists. Maintain confidentiality when handling sensitive commercial, personnel, and strategic information. Organise domestic and international travel, including itineraries, visas, accommodation, and logistics. Track commitments, deadlines, and delegated actions to ensure follow‑through. Administrative & Operational Support Prepare reports, presentations, correspondence, and documentation as required. Assist with HR coordination tasks (leave tracking, onboarding logistics, policy distribution). Support Finance and Operations with administrative tasks such as reconciliations, documentation, and compliance submissions. Maintain structured filing systems (digital and physical) for easy retrieval and audit readiness. Coordinate meetings, workshops, and internal events. Digital Workflow Usage & Light Automation (This is the "digital skill potential" section — realistic and deliverable.) Use the automated workflows, digital assistants, and structured systems developed by the Special Projects & Automation Manager. Provide feedback on workflow usability, bottlenecks, and opportunities for refinement. Use AI‑enabled tools for: drafting correspondence summarising meeting notes preparing briefing packs generating structured action registers Maintain SharePoint lists, digital registers, and structured data repositories. Assist in testing new workflows and reporting issues or improvement ideas. Ensure consistent adoption of approved digital processes across the executive office. HR Coordination (Non‑Specialist) Support HR with onboarding logistics (documentation, scheduling, access setup). Assist with leave approvals, employee communication, and policy distribution. Maintain accurate HR records and ensure compliance with approved workflows. Coordinate training schedules, performance review documentation, and employee communication. Relationship Management & Communication Liaise professionally with employees, management, external partners, and service providers. Maintain positive working relationships across departments. Represent the Managing Director's office with maturity, discretion, and professionalism.

REQUIREMENTS:

Qualifications Diploma or degree in Business Administration, Office Management, HR, or related field. Strong digital literacy and comfort with modern tools (Microsoft 365, SharePoint, Teams). Exposure to AI‑assisted tools or willingness to learn. Experience 3 - 7 years in an Executive Assistant, Personal Assistant, or senior administrative role. Experience supporting senior executives in a fast‑paced environment. Experience with HR coordination or administrative support is advantageous.

ATTRIBUTES:

Highly organised, detail‑oriented, and proactive. Strong written and verbal communication skills. High discretion and confidentiality. Comfortable with technology and eager to learn new digital tools. Calm under pressure and able to manage multiple priorities. Service‑oriented, reliable, and professional.