Divisional Assistant - LUXE

Job description

Job Title

Divisional Assistant Department: Luxury Division Location: Woodmead, Johannesburg Reports to: General Manager, Luxe

Job Summary

The Divisional Assistant has two core responsibilities: providing effective administrative support to the General Manager and leading the day-to-day operational coordination of the division. The role helps align priorities, share information and ensure actions are followed through, with a coordination remit similar to that of a Chief of Staff.

Key Responsibilities

Administrative support to the General Manager Manage the General Manager’s calendar, meetings, appointments and travel arrangements. Prepare itineraries and process expense reports accurately and promptly. Draft, proofread and format presentations, reports, memos and correspondence. Manage communications and maintain organized physical and digital records. Handle sensitive information with discretion and professionalism.

Divisional operations and coordination Coordinate the division’s day-to-day operating rhythm, priorities and key activities. Facilitate communication within the division and with other departments. Prepare agendas, briefing materials and presentations for leadership and divisional meetings. Coordinate meetings, town halls and events, including venues, catering and audiovisual needs. Record meeting minutes, track actions and follow up with owners.

Coordinate project updates, dependencies and follow-through; support research and data collection as needed. Support onboarding of new team members and assist with budget tracking, invoice processing and office supplies.

Qualifications

Associate degree required; bachelor’s degree in Business Administration, Communications or a related field preferred. 3–5 years’ administrative or operational coordination experience, preferably in a corporate environment or supporting senior leadership.

Required Skills and Competencies

Excellent organization, prioritization and attention to detail. Strong written and verbal communication skills. Proactive approach to coordination, problem-solving and follow-through. Discretion and integrity when handling confidential information. Advanced proficiency in Microsoft Office, particularly Outlook, Word, Excel and PowerPoint; familiarity with Teams or Zoom. Strong interpersonal skills and ability to work effectively with people at all levels.

Adaptability and sound judgment in a fast-paced environment. “Chief of Staff” describes the operational coordination aspect of the role; it does not change the formal job title or reporting line.