Executive Assistant

Postbank Ltd; Cape Town; On-site; ZAR 300 000 - 400 000; Full time

Job summary

A leading financial services firm seeks an Executive Assistant in Cape Town to support the Head of Family Office. This dynamic role involves managing multiple responsibilities, including diary management, correspondence, and travel arrangements. Candidates should have strong organizational skills and experience in a similar environment, ideally with a background in the finance industry. The role offers opportunities for professional development and collaboration within a vibrant team.

Qualifications

• Work experience as an Executive Assistant or similar role.
• Strong organizational and time management skills.
• Ability to engage confidently with stakeholders.

Responsibilities

• Act on behalf of the Head of Family Office, managing correspondence.
• Provide extensive diary and inbox management.
• Manage information flow in a timely manner.

Skills

Excellent MS Office knowledge

Outstanding organizational skills

Excellent verbal and written communication skills

Discretion and confidentiality

Resourcefulness and problem-solving abilities

Education

Secretarial diploma or occupational certificate

Understanding of the finance industry

Tools

e-calendars

Job description

Job Title

Executive Assistant

Job Location

Western Cape, Cape Town

Deadline

January 23, 2026

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Working Relationships

This role will be the main support to the Head of Family Office – Cape Town and the Family Office team in Cape Town. It is imperative that the person in this role must be a dynamic individual that can juggle multiple responsibilities while still producing quality work.

Main Duties Include

• Act on behalf of the Head of Family Office – Cape Town, screening, directing and actioning inbox correspondence, liaising with any relevant teams, person to action in pursuit of addressing diary priorities
• Provide extensive diary and inbox management along with call and meeting scheduling
• Maintain calendars of relevant staff members within the team and set up meetings with staff members and clients
• Point of contact for offshore colleagues – assist with any requirements
• Assist marketing department with marketing requirements
• Assist at times with various client work, as instructed by Partners / Team
• Act as the point of contact among executives, employees, clients and other external partners
• Manage information flow in a timely and accurate manner
• Track daily expenses and prepare weekly, monthly or quarterly reports
• Format information for internal and external communication – memos, emails, presentations, reports
• Minute taking
• The management of the Family Office – Cape Town team’s CPD points
• Assisting with the management of the office head’s administration – expense claims, certificates and information ordering gifts for clients, delivery of documents
• Ensuring the office head is kept up to date with any information relating to clients, which can have an impact on the client relationship
• Assisting with QR commentaries and reviews
• Ensure meetings are well prepared and catered for
• To pro-actively anticipate anything that could be required for example when unforeseen things come up
• Assist the Social Committee in the office

Travel Arrangement Duties

• Liaising with a third-party provider to facilitate the scheduling of flights and accommodation for staff members within Stonehage Fleming.

Qualifications and Experience

• Work experience as an Executive Assistant, Personal Assistant or similar role
• Excellent MS Office knowledge
• Outstanding organizational and time management skills
• Familiarity with office gadgets and applications (e.g. e-calendars and copy machines)
• Excellent verbal and written communications skills
• Discretion and confidentiality
• Understanding of the finance industry
• Previous experience in the Professional Services environment in a similar role advantageous Secretarial diploma or occupational certificate advantageous

Competencies and Behaviours

• Excellent at building, maintaining and managing strong relationships across the business
• Confident engaging with stakeholders at all levels
• Able to make decisions, take ownership and accept accountability
• Working in a fast-paced environment, with the ability to make changes in the moment to deliver
• Resourcefulness and an ability to solve problems
• Excellent organising and planning skills
• Action orientated - can identify and work to clear priorities, manage time and resources effectively
• Pro-active and have a great attention to detail
• Strong organisational skills, with an ability to manage your own workflow and that of a team
• Working in collaboration and inspiring a team to deliver exceptional customer experience
• Demonstrates drive and enthusiasm for personal development