Executive Assistant

Job not on LinkedIn

🔥 8 minutes ago

🇿🇦 South Africa – Remote

💵 R200k - R400k / year

⏰ Full Time

🟢 Junior

🟡 Mid-level

👨‍💼 Executive Assistant

🚫👨‍🎓 No degree required

👻 Ghost score 0%

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SmartPA

WebsiteLinkedInAll Job Openings

201 - 500 employees

💼 Consulting

📦 Logistics

✈️ Travel

Consulting • Logistics • Travel

SmartPA is a leading provider of strategic administrative solutions, specializing in virtual assistance, executive personal assistance, and various business process outsourcing (BPO) functions. With over a decade of experience, SmartPA helps businesses enhance their efficiency and productivity by integrating seamlessly into client operations. Their offerings range from virtual PA services, call answering, and document production to comprehensive business support including HR coordination and project management. SmartPA is committed to tailoring their services to meet specific client needs and aims to deliver sustained improvements in business operations.

📋 Description

• Provide dedicated Executive Assistant support to senior stakeholders • Manage complex diaries across multiple stakeholders and time zones, prioritising and resolving conflicts • Plan and book international travel, including flights, accommodation and ground transport • Coordinate internal and external meetings, book meeting rooms and prepare meeting materials • Process expenses and invoices accurately and on time with the finance team • Handle ad hoc personal tasks for stakeholders with discretion, judgement and sound prioritisation • Act as a key point of contact for external stakeholders including entrepreneurs, CEOs, board members and professional advisors • Maintain accurate client and contact records in client systems • Maintain strict confidentiality of sensitive business, investment and legal information • Provide cover and support to the wider EA team during peak workloads and absences • Coordinate team events, client events, webinars and year-end functions • Support document formatting, task trackers, file management and other operational administration • Support investment teams, legal teams and compliance processes as required • Track, report and coordinate compliance administration with internal teams and external providers • Help shape ways of working on a new client account, document processes and onboard new team members • Identify process improvements and reduce non-value-added activity • Contribute ideas on automation and digital tools

🎯 Requirements

• Minimum 2 years' proven experience as an Executive Assistant or PA supporting senior executives and multiple stakeholders (Director, Partner or C-suite level) • Proven complex diary management across multiple time zones • End-to-end international travel planning and booking • Advanced proficiency in Microsoft Office, including Outlook, Word, Excel, PowerPoint and Teams • Excellent written and spoken English • Demonstrated discretion and sound judgement handling highly confidential information • Experience working in a fast-paced, evolving environment with competing priorities • Meticulous organisation and exceptional attention to detail • Ability to adapt quickly to shifting priorities and unexpected situations with limited guidance • Strong written and verbal communication skills • Ability to work autonomously and collaborate with a wider EA team • Desirable: EA experience in private equity, investment, finance, consulting, legal or professional services • Desirable: Experience leading, mentoring or onboarding other EAs or administrators, or ambition to grow into a Team Lead role • Desirable: Experience supporting legal or compliance teams • Desirable: Experience with expense and travel platforms such as Expensify and Amex GBT, CRM systems such as 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 use of AI tools to streamline drafting, scheduling or administrative tasks • Availability to work Monday-Friday, 37.5 hours per week, from 2:00pm to 10:30pm UK time

🏖️ Benefits

• Competitive salaries • Yearly bonuses based on company, department and individual performance • Flexitime initiative: work when you're most productive (core hours 10am - 4.30pm) • 33 day annual leave • Department incentives • Employee Assistance Programme • Career development • Flexible working • Meaningful progression