Location: WAXIT Head Office (Fourways)

Reports To: CEO & COO

JOB SUMMARY

As an Executive Assistant at WAXIT, you will provide high-level administrative and operational support to our CEO and COO. You will be responsible for managing schedules, coordinating meetings, handling communications and assisting with special projects. The ideal candidate is detail-oriented and thrives in a fast-paced environment. The candidate must be able to drive and work overtime as the demand/functions of the company require to meet deadlines and deliverables.

KEY RESPONSIBILITIES

Calendar & Schedule Management

• Organise and maintain the Executive’s schedule, including meetings, appointments, and travel arrangements
• Proactively prioritise and adjust schedules based on business needs

Administrative Support

• Prepare reports, presentations, and documents for internal and external meetings
• Maintain and organise confidential records and documents
• Conduct research and compile data for decision-making
• New franchisee/finance applications/new store pipelines
• Lease administration (landlords and shopping centres)

Communication & Correspondence

• Act as a key point of contact for internal and external stakeholders
• Draft and manage professional correspondence, emails and business documents
• Screen calls and manage inquiries with professionalism

Meeting & Event Coordination

• Arrange and coordinate meetings, ensuring all necessary materials and logistics are prepared
• Take minutes, track action items and follow up as needed
• Plan and manage company events, conferences, and team gatherings

Travel & Expense Management

• Arrange domestic and international travel, including flights, accommodations, and itineraries
• Process expense reports and ensure timely reimbursements

HeadStart (Salon Management Software)

• Liaison with their stakeholders
• Coordination of wax recipes
• Updating promotions and pricing

Project & Office Management

• Assist in new store development projects and business initiatives to support company growth
• Maintain office systems, records, and supplies. Including office maintenance and equipment –
• WAXIT Training Academy
• Support internal operations to enhance overall efficiency

Personal

• Assist with personal chores/collections/entertainment/gifting

Invoicing & other administration:

• Franchise fee invoicing
• Credit notes
• Franchise communication and follow up as required

QUALIFICATIONS & EXPERIENCE

• Bachelor’s degree in Business Administration or a related field (preferred)
• 6+ years of experience in a similar role
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace
• Excellent organisational and time-management skills
• Excellent verbal and written communication skills with the ability to interact at all levels
• High level of discretion, professionalism, and attention to detail
• Ability to manage multiple priorities and work independently in a fast-paced environment
• Proactive, problem-solving mindset

WORKING CONDITIONS

· Available for after-hours support

· Travel to new sites and existing