Executive Administrative Assistant & Office Operations

Arch Staffing SA; Cape Town; On-site; ZAR 167,000 - 246,000; Full time

Job summary

Arch Staffing SA in Cape Town is seeking an experienced administrative professional to support busy managers. You will manage calendars, schedule meetings, and coordinate conference room reservations to keep managers organized and productive.

You will draft emails and formal letters under tight deadlines, prepare meeting agendas, take minutes, and share follow-up actions with stakeholders. The role also covers travel planning, expense processing, filing, and onboarding logistics for new hires.

Responsibilities

• Manage calendars, schedule meetings, and coordinate conference room reservations for one or more busy managers
• Draft, proofread, and send professional correspondence, including emails, memos, and formal business letters, on tight deadlines
• Prepare meeting agendas, take accurate minutes, and distribute follow-up action items to every stakeholder afterward
• Handle incoming calls, direct inquiries to the appropriate departments, and manage shared voicemail and email inboxes
• Arrange business travel, including flights, hotels, ground transportation, and detailed day‑by‑day itineraries for traveling executives
• Process expense reports, reconcile receipts against monthly credit card statements, and submit reimbursements accurately and on time
• Maintain electronic and paper filing systems, ensuring documents stay organized, current, and easy to retrieve on demand
• Order and track office supplies, manage vendor accounts, and process routine purchase orders within an approved budget
• Coordinate onboarding logistics for new hires, including workspace setup, badge access, and new equipment procurement
• Review and edit AI‑drafted meeting notes, emails, and summaries for accuracy before they reach clients or leadership

Job description

Arch Staffing SA in Cape Town is seeking an experienced administrative professional to support busy managers. You will manage calendars, schedule meetings, and coordinate conference room reservations to keep managers organized and productive.

You will draft emails and formal letters under tight deadlines, prepare meeting agendas, take minutes, and share follow-up actions with stakeholders. The role also covers travel planning, expense processing, filing, and onboarding logistics for new hires.