Executive Assistant
SmartPA
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Benefits offered by this job
Job summary
SmartPA is seeking an Executive Assistant to support a key client account with bespoke diary management across multiple time zones, international travel planning, and confidential stakeholder handling. You will join the COE and become part of a dynamic, client-focused team delivering high-impact support daily.
You will work in a fast-paced environment, develop processes, and collaborate with senior stakeholders to ensure smooth operations, events, and continuous improvement.
Qualifications
- 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, and 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.
- EA experience in private equity, investment, finance, consulting, legal or professional services.
- Experience leading, mentoring or onboarding other EAs or administrators, or ambition to grow into a Team Lead role.
- Experience providing remote or virtual executive support.
- Experience coordinating corporate events, webinars or board and committee meetings.
- Practical use of AI tools to streamline drafting, scheduling or admin tasks.
Responsibilities
- Provide dedicated EA support to senior stakeholders, including complex diary management across multiple stakeholders and time zones.
- Plan and book international travel, including flights, accommodation and ground transport.
- Coordinate internal and external meetings, book meeting rooms and prepare materials.
- Process expenses and invoices accurately with the finance team.
- Handle ad hoc personal tasks for stakeholders with discretion and sound judgement.
- Maintain accurate client and contact records in the client systems.
- Maintain strict confidentiality of highly sensitive business, investment and legal information.
- Collaborate with EA team to provide coverage during peak workloads and absences.
- Coordinate team events, client events, webinars and year-end functions.
- Support with general operational administration such as document formatting and file management.
- Support investment teams through fast-moving diaries and frequent contact with portfolio company founders/CEOs.
- Assist with compliance process administration, including tracking and coordinating with internal teams and external providers.
- Support legal team administration, including document management and meeting support.
- Contribute to client in-person events and CRM updates.
- Help shape ways of working, document processes and onboard new team members as the team grows.
- Identify opportunities to improve processes and reduce non-value-added activity.
- Suggest automation and digital tool enhancements to improve efficiency.
Skills
Tools
Job description
Unleash your potential and join the team redefining the future of administration!
At SmartPA, we don’t just provide support – we transform it.
Our mission is simple yet bold: to redefine administrative and PA services through innovative thinking, cutting-edge technology and an unrelenting pursuit of excellence. Trusted by global leaders in industries like tech, automotive and retail, we’re the engine behind smarter, more efficient operations.
With a vibrant, client-focused culture and a team driven by creativity, no two days at SmartPA are ever the same! As we continue to grow rapidly, this is your opportunity to join us on the journey to becoming the most optimised administrative organisation in the world.
If you’re ready to challenge the status quo and create meaningful impact, we want to hear from you!
The Centre of Excellence (COE) is the driving force behind SmartPA, where strategy comes to life. As part of this dynamic, client-facing department, you’ll be the heartbeat of our business – delivering high-impact, tailored support to clients daily.
In the role of Executive Assistant, you’ll play a pivotal role in providing bespoke solutions for a key client account. You’ll tackle real challenges, establish meaningful relationships and make a tangible difference to client success.
- Providing dedicated EA support to senior stakeholders, including complex diary management across multiple stakeholders and time zones, with conflicts prioritised and resolved.
- Planning and booking international travel, including flights, accommodation and ground transport through corporate travel platforms.
- Coordinating internal and external meetings, booking meeting rooms and preparing meeting materials.
- Processing expenses and invoices accurately and on time, working with the finance team.
- Handling ad hoc personal tasks for stakeholders with discretion, judgement and sound prioritisation.
- Acting as a key point of contact for stakeholders, with extensive email and video call contact with external parties, including entrepreneurs, CEOs, board members and professional advisors.
- Maintaining accurate client and contact records in the client's systems.
- Maintaining strict confidentiality of highly sensitive business, investment and legal information.
- Working as part of a wider team of EAs, providing cover and support during peak workloads and absences.
- Coordinating team events, client events, webinars, and year-end functions.
- Supporting with general operational administration such as document formatting, task trackers, file management and other functional support as the role evolves.
- Supporting investment teams through fast-moving diaries and frequent contact with portfolio company founders and CEOs.
- Compliance process administration, including tracking, reporting and coordinating with internal teams and external providers.
- Legal team administration, including document management, meeting support and maintaining accurate, confidential records.
- Value Add support, including client in-person events and webinars, senior advisor support and CRM contact updates.
- As the first member of the SmartPA team on this new client account, helping shape ways of working, documenting processes and onboarding new team members as the team grows.
- Identifying opportunities to improve processes and reduce non–value-added activity.
- Contributing ideas on automation and digital tools to work more efficiently.
- Is a meticulous organiser with exceptional attention to detail.
- Stays calm under pressure and juggles constantly changing, complex and interlinked diaries.
- Adapts quickly to shifting priorities and unexpected situations with limited guidance.
- Handles every matter with absolute discretion and confidentiality.
- Anticipates challenges and solves problems before they land on their stakeholder's desk.
- Is highly articulate in writing and speech, with a considerate manner as the voice of their stakeholders.
- Is highly responsive and proactive, works autonomously, and collaborates closely with a wider EA team.
- Wants to build a long-term, trusted partnership and is willing to go the extra mile.
Your experience is key, but your attitude is what sets you apart.
- 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, and 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.
- EA experience in private equity, investment, finance, consulting, legal or professional services.
- Experience leading, mentoring or onboarding other EAs or administrators, or ambition to grow into a Team Lead role.
- Experience supporting legal or compliance teams.
- Experience with expense and travel platforms (e.g. Expensify, Amex GBT), CRM systems (e.g. Salesforce) and e-signature tools (e.g. DocuSign).
- Experience providing remote or virtual executive support.
- Experience coordinating corporate events, webinars or board and committee meetings.
- Practical use of AI tools to streamline drafting, scheduling or admin tasks.
Yes
R200,000 - 400,000 (depending on experience)
Full time, 37.5 hours per week
Monday - Friday
Your working hours will 9:00am–6.:00pm UK time. As this role is based in South Africa, your local working hours will change in line with UK daylight saving:
- 10:00am–7:00pm SAST during UK British Summer Time
- 11:00am–8:00pm SAST during UK winter time (GMT)
Permanent, full-time
At SmartPA, we believe in rewarding talent and supporting your growth:
- 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
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