Executive Assistant

Office Beacon South Africa; Johannesburg; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A leading administrative support firm is seeking a highly organized Executive Assistant in Johannesburg to manage executive-level duties efficiently. This position involves administrative support, project coordination, and communication management in a fast-paced environment. The ideal candidate will have proven experience, excellent time-management skills, and proficiency in tools such as Microsoft Office and CRM systems. Join a dynamic team dedicated to driving executive productivity and enhancing business operations.

Qualifications

• Proven experience as an Executive Assistant or similar role.
• Demonstrated project management experience.
• Ability to multitask and prioritise effectively.

Responsibilities

• Manage executive’s email and calendars.
• Prepare for meetings and organise documents.
• Handle incoming calls and communications professionally.
• Support and coordinate special projects across departments.
• Track and reconcile financial reports and expenses.

Skills

Organisational skills

Time-management skills

Excellent written communication

Excellent verbal communication

Proficiency in Microsoft Office

Ability to work independently

Tools

Microsoft Office

Google Workspace

CRM systems

Project management platforms

Job description

We are seeking a highly organized, detail-oriented, and proactive Executive Assistant to support the daily operations of the executive office. This role is ideal for a professional who thrives in a fast-paced environment, demonstrates sound judgment, and can confidently manage both executive-level administrative responsibilities and select personal tasks.

The successful candidate will act as a true productivity partner, enabling the executive to operate efficiently across all areas of the business.

🔍 Key Responsibilities

Administrative & Executive Support

• Manage the executive’s email inbox, ensuring correspondence is sorted, prioritised, and actioned efficiently
• Coordinate and manage complex calendars and scheduling
• Prepare for meetings by organizing documentation, agendas, and logistics
• Maintain spreadsheets, databases, and executive reports
• Transcribe notes from Zoom and virtual meetings
• Ensure smooth execution of recurring administrative tasks

Communication & Coordination

• Handle incoming calls and communications with professionalism
• Draft, proofread, and edit correspondence, proposals, and presentations
• Maintain accurate contact records within CRM systems
• Keep the executive informed of urgent matters requiring follow-up
• Coordinate vendor relationships, deliverables, and timelines
• Assist with client negotiations and contract coordination

Project Management & Coordination

• Support and coordinate special projects across departments
• Prepare PowerPoint presentations, financial spreadsheets, and reporting materials
• Track project milestones, deadlines, and action items
• Prepare “next steps” summaries and follow up with internal teams and vendors
• Ensure accountability and progress across multiple concurrent initiatives

Financial & Reporting Support

• Track and reconcile expense reports and company credit card statements
• Assist with invoicing, billing follow-ups, and vendor payments
• Prepare monthly executive summaries, including KPIs, project updates, and P&L highlights

Logistics, HR & Team Support

• Coordinate executive logistics, including travel, meals, office supplies, and transportation
• Maintain organised digital filing systems
• Support onboarding of new staff (documentation, scheduling, system access)
• Coordinate team meetings, performance reviews, and check-ins
• Track PTO and vacation schedules

Confidential & Personal Support

• Handle sensitive and confidential information with discretion and professionalism
• Assist with select personal matters, including family travel, children’s activities, and special events

✅ Requirements

• Proven experience as an Executive Assistant, Virtual Assistant, or similar role
• Demonstrated experience in project management and project coordination
• Strong organisational, time-management, and multitasking skills
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office, Google Workspace, and scheduling tools
• Experience with CRM systems, project management platforms, or financial tracking tools (advantageous)
• Ability to work independently, prioritise effectively, and meet deadlines
• High level of integrity and discretion

✨ If you are a proactive, detail-driven professional who enjoys working closely with senior leadership and driving projects forward, we’d love to hear from you.

👉 Apply now or share with someone who would be a great fit.