Executive Administrative Coordinator

Placements24; Pretoria; Hybrid; ZAR 420,000 - 620,000; Full time

Benefits offered by this job

Hybrid work model

Health benefits

Pension plan

Professional development

Paid time off

Job summary

Placements24 is sourcing an Executive Administrative Coordinator for a prominent financial services institution in Pretoria, Gauteng. This hybrid role supports the senior management team with complex calendar management, high-level travel arrangements, and confidential documentation.

You will liaise with stakeholders and drive efficient executive operations. The ideal candidate has proven experience supporting senior leaders, exceptional organizational skills, and a proactive, discreet approach

Qualifications

• Significant experience supporting senior leadership.
• Strong organizational and multitasking abilities.
• Excellent written and verbal communication.

Responsibilities

• Manage complex calendars across executives and time zones.
• Arrange domestic and international travel with detailed itineraries.
• Prepare confidential documents, presentations, and reports.
• Liaise with internal and external stakeholders on behalf of executives.
• Screen and direct communications, ensuring timely responses.

Skills

MS Office proficiency

Calendar management

Travel coordination

Communication skills

Discretion and confidentiality

Event coordination

Tools

Outlook

Excel

PowerPoint

Video conferencing tools

Job description

About the Role

Our client, a prominent financial services institution, is seeking a highly skilled and discreet Executive Administrative Coordinator to support their senior management team in Pretoria, Gauteng . This role is critical for ensuring the efficient and effective functioning of executive operations, requiring an individual with exceptional organizational capabilities, impeccable communication skills, and a proactive approach. You will be instrumental in managing complex schedules, coordinating high-level meetings, and handling sensitive information with the utmost confidentiality. This is an excellent career opportunity for a seasoned administrative professional looking to make a significant impact in a prestigious organization.

Key Responsibilities

• Manage and prioritize complex calendars for multiple executives, coordinating meetings across different time zones.
• Arrange domestic and international travel, including flights, accommodation, and ground transportation, preparing detailed itineraries.
• Prepare, edit, and format confidential documents, presentations, and reports.
• Serve as a key liaison between executives and internal/external stakeholders.
• Screen and direct incoming communications, ensuring timely responses and follow-ups.
• Manage expense reporting and reconciliation for executive accounts.
• Organize and maintain secure filing systems, both physical and digital.
• Assist in the planning and execution of executive-level events and board meetings.
• Conduct research and prepare briefing materials for executives.
• Anticipate executive needs and proactively offer solutions to optimize their time.
• Maintain strict confidentiality and exercise sound judgment in handling sensitive information.

Requirements

• Significant experience as an Executive Assistant or Administrative Coordinator, supporting senior leadership.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and virtual collaboration tools.
• Exceptional organizational, time management, and multitasking skills.
• Excellent written and verbal communication abilities.
• Demonstrated ability to handle confidential information with discretion.
• Experience in managing complex travel arrangements and itineraries.
• Proactive problem-solver with a strong sense of initiative.
• Professional and polished demeanor.
• Ability to work effectively in a fast-paced, demanding environment.
• Experience in the financial services sector is highly desirable.

Benefits

• Attractive salary and bonus structure.
• Hybrid work model offering flexibility.
• Prime working location in Pretoria, Gauteng .
• Comprehensive health and wellness benefits.
• Opportunities for professional development and continuous learning.
• Engaging work environment within a leading financial institution.
• Access to cutting-edge technology and resources.
• Pension fund contributions and other retirement benefits.
• Paid time off and company holidays.
• Potential for long-term career growth within the organization.