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Executive Assistant | Cape Town | Paarl
Digicall GroupCape Town, Western Cape, South Africa1 day ago
Job descriptionProficient in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook) and virtual meeting platforms (Zoom, Teams, etc.). Exceptional written and verbal communication skills (English). Working knowledge of managing complex schedules, including coordinating meetings, travel arrangements, and events. Proven ability to anticipate needs and proactively find solutions, making sound decisions in high-pressure situations with minimal supervision. Customer-oriented mindset, proactively identifying the needs of individuals and teams and providing solutions that align with their goals. Working knowledge of project management methodologies and tools (e.g., Asana, Trello, or similar). Manage complex diaries, meetings, events, and travel arrangements for senior executives across multiple business units. Coordinate internal and client meetings, including preparation of materials, room bookings, and virtual call setup. Assist with high-profile events, ESG forums, investor meetings, and team activities. Provide cross-departmental administrative support, including inbox management, ad-hoc projects, and coordination with vendors. Serve as a primary point of contact for internal teams, executives, and external stakeholders. Support multiple time zones, providing occasional out-of-hours assistance. Collaborate with other EAs to ensure operational efficiency across teams. Work closely with the team to maintain accurate client contact records and ensure that systems such as Salesforce and Egnyte are up to date. Assist in the planning and execution of team events, client webinars, and in-person business meetings, including sourcing and booking venues and restaurants. Offer administrative support for ad-hoc projects, special initiatives, and tasks as required by the team. Provide assistance in sourcing and booking external vendors for events or business-related needs. Collaborate with other EAs to ensure smooth coordination of travel, meeting logistics, and overall team efficiency. Take part in ongoing administrative projects, helping with updates, reporting, and coordination of systems and procedures. Coordinate with team members and external vendors to ensure timely completion of tasks and follow up on outstanding responsibilities. Manage multiple competing priorities with precision, ensuring deadlines are met, and priorities are effectively balanced. Serve as the point of contact for executives, clients, and internal teams, maintaining effective communication and ensuring all parties are informed of meeting schedules, travel plans, and important deadlines. Build and maintain positive relationships with clients, partners, and other stakeholders to ensure smooth interactions and support of executive leadership. Draft and edit emails, reports, and other communications. Provide collaborative support to other members of the EA team, stepping in as necessary to assist with workload distribution and coverage. Coordinate with senior leadership, internal teams, and external partners to support all executive functions, ensuring seamless operations. Participate in regular team meetings, contributing to improving efficiency and ensuring team objectives are met.
Role Summary
The Executive Assistant will provide high-level, generalist support across multiple business units, including Operations, ESG & Marketing, Investment, and Finance (UK & Luxembourg). Based in our South African office, the EA will manage diaries, meetings, travel, events, and other administrative tasks, while also providing virtual support to senior executives in the UK. This role requires versatility, adaptability, and strong organisational skills to ensure smooth day-to-day operations across departments and teams at all seniority levels. The EA will be pivotal in maintaining operational workflows, managing competing priorities, and enabling senior team members to focus on strategic initiatives. The ideal candidate is proactive, highly organised, detail-oriented, and able to thrive in a fast-paced, dynamic, and growth-driven environment.
Please note : This is an office-based role aligned with UK business hours (09 : 00–18 : 00 or 10 : 00–19 : 00 SA time, depending on daylight savings), with an additional requirement to provide remote after-hours support when needed. The role will observe UK public holidays instead of South African public holidays.
If you’re ready to belong to an “open mindset” work culture that promotes continuous learning and improvement, prioritises service excellence, values individuals, and celebrates the people who light up our world, apply now and show us how you’ll shine!
Experience
- Minimum of 5 years' experience as an Executive Assistant or in a similar administrative / executive support role, ideally within the Investment, Financial Services, or Private Equity sectors.
- Experience supporting senior leadership or managing multiple high-priority tasks and projects simultaneously is highly advantageous.
- Proven experience working across multiple time zones to manage out-of-hours support for senior team members is advantageous.
- Salesforce or equivalent CRM experience is desirable, but not essential.
- Familiarity with Slack and Expensify : Advantageous
Skills & Knowledge
Responsibilities
Administrative Support
Operational Support
Project Coordination
Communication & Stakeholder Management
Team Collaboration & Support
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Executive Cape Town • Cape Town, Western Cape, South Africa
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