Executive Assistant

The Legends Agency; Remote; ZAR 200 000 - 300 000; Full time

Job summary

A dynamic support agency is seeking an experienced Executive Assistant to support its US-based leadership team. This full-time role offers remote work from South Africa and requires 3-5 years of experience in executive support or high-level administrative roles. The candidate will manage executive calendars, coordinate international travel, and require strong organizational skills. Proficiency in Microsoft Office Suite and experience in dynamic work environments are essential for success in this fast-paced position.

Qualifications

• 3‑5 years of experience as an Executive Assistant or in a high-level administrative role.
• Proven experience managing executive calendars and complex travel logistics.
• Strong written and verbal communication skills with a high level of professionalism.

Responsibilities

• Manage dynamic executive calendars across time zones and resolve scheduling conflicts.
• Coordinate and book international travel, including detailed itineraries and real-time adjustments.
• Prepare agendas, take meeting minutes, and manage follow-up actions.

Skills

Executive support

Calendar management

Travel coordination

Communication skills

Microsoft Office Suite

Organizational skills

Tools

Microsoft Office 365

Teams

Outlook

SharePoint

ERP systems

Job description

Executive Assistant

Support a dynamic US-based leadership team across multiple utility and construction entities

Remote from South Africa | R27 000 - R35 000 | Full-time | US hours (PST)

About Our Client

Our client operates a group of companies within the construction, utilities, and infrastructure services space. With a multi-entity structure and a national footprint, the business supports complex field operations, strategic planning, and leadership functions across the United States. The company is fast‑paced, collaborative, and impact‑driven, ideal for individuals who thrive in high‑performance environments.

The Role: Executive Assistant

This is a high‑level administrative support role to the CEO, COO, CFO, and other senior executives. The Executive Assistant will manage calendars, coordinate complex travel, and support cross‑departmental operations across multiple time zones and business units. This role requires exceptional organizational skills, discretion, and the ability to operate independently in a demanding, fast‑moving environment.

Key Responsibilities

• 3‑5 years of experience as an Executive Assistant or in a high-level administrative role
• Provide daily executive support, including drafting communications, handling confidential information, and preparing reports and presentations
• Manage dynamic executive calendars across time zones and resolve scheduling conflicts
• Coordinate and book international travel, including detailed itineraries and real‑time adjustments
• Facilitate cross‑company scheduling and operational meetings across several business entities
• Support compliance tracking, onboarding coordination, and employee communications
• Prepare agendas, take meeting minutes, and manage follow‑up actions
• Plan company events, leadership offsites, and staff functions
• Maintain digital and physical filing systems, office supply processes, and vendor coordination
• Use Microsoft Office 365, Teams, Outlook, SharePoint, and ERP systems for task execution and workflow management

About You

• 3‑5 years' experience in an Executive Assistant or senior administrative support role
• Proven experience managing executive calendars and complex travel logistics
• Strong written and verbal communication skills with a high level of professionalism
• Highly organized, detail‑oriented, and capable of handling multiple priorities
• Discretion and sound judgment in handling confidential matters
• Proficiency in Microsoft Office Suite, SharePoint, Teams, and Outlook
• Experience using ERP or project management systems
• Background in construction, utilities, or multi‑entity environments preferred
• Comfortable working US hours (PST: Monday -Friday, 8 am - 5 pm)
• Must be South Africa-based and fluent in English with a neutral or no accent
• Proactive, calm under pressure, and able to anticipate executive needs independently