Executive Assistant

This is a fully remote position, open to applicants in South Africa.

📋 Description

• Deliver dedicated Executive Assistant support to senior stakeholders.

• Oversee intricate diary management across various stakeholders and time zones, prioritizing and resolving scheduling conflicts.

• Organize and book international travel arrangements, including flights, accommodations, and ground transportation.

• Facilitate internal and external meetings, reserve meeting rooms, and prepare necessary meeting materials.

• Accurately process expenses and invoices in a timely manner in collaboration with the finance team.

• Manage ad hoc personal tasks for stakeholders while exercising discretion, sound judgment, and effective prioritization.

• Serve as a primary contact point for external stakeholders such as entrepreneurs, CEOs, board members, and professional advisors.

• Keep precise client and contact records within client systems.

• Uphold strict confidentiality regarding sensitive business, investment, and legal information.

• Provide support and coverage to the broader EA team during busy periods and absences.

• Organize team events, client engagements, webinars, and year-end functions.

• Assist with document formatting, task tracking, file management, and various operational administrative duties.

• Support investment teams, legal teams, and compliance processes as necessary.

• Monitor, report, and manage compliance administration with internal teams and external providers.

• Help establish operational practices for new client accounts, document processes, and onboard new team members.

• Identify opportunities for process enhancements and minimize non-value-added activities.

• Contribute insights on automation and digital tools.

⛳️ Requirements

• At least 2 years of proven experience as an Executive Assistant or Personal Assistant supporting senior executives and multiple stakeholders (Director, Partner, or C-suite level).

• Demonstrated capability in managing complex diaries across various time zones.

• Comprehensive experience in planning and booking international travel.

• Advanced skills in Microsoft Office, including Outlook, Word, Excel, PowerPoint, and Teams.

• Excellent proficiency in both written and spoken English.

• Proven discretion and sound judgment in handling highly confidential information.

• Experience thriving in a fast-paced, dynamic environment with competing priorities.

• Exceptional organizational skills and meticulous attention to detail.

• Ability to quickly adapt to changing priorities and unexpected situations with minimal guidance.

• Strong written and verbal communication abilities.

• Capability to work independently while collaborating with a broader EA team.

• Desirable: Experience as an EA in private equity, investment, finance, consulting, legal, or professional services.

• Desirable: Experience in leading, mentoring, or onboarding other EAs or administrators, or an aspiration to advance into a Team Lead role.

• Desirable: Experience in supporting legal or compliance teams.

• Desirable: Familiarity with expense and travel platforms such as Expensify and Amex GBT, CRM systems like Salesforce, and e-signature tools such as DocuSign.

• Desirable: Experience providing remote or virtual executive support.

• Desirable: Experience coordinating corporate events, webinars, or board and committee meetings.

• Desirable: Practical experience using AI tools to enhance drafting, scheduling, or administrative tasks.

• Availability to work Monday through Friday, 37.5 hours per week, from 2:00 PM to 10:30 PM UK time.

🏝️ Benefits

• Competitive salary packages.

• Annual bonuses based on company, departmental, and individual performance.

• Flexitime initiative: work during your most productive hours (core hours from 10 AM to 4:30 PM).

• 33 days of annual leave.

• Departmental incentives.

• Employee Assistance Programme.

• Opportunities for career development.

• Flexible working arrangements.

• Meaningful progression opportunities.