Executive Assistant

Collage Recruitment; Wes-Kaap; Hybrid; ZAR 200 000 - 300 000; Full time

Job summary

A financial services firm in South Africa is seeking an experienced Executive Assistant/Office Manager for a hybrid role primarily focused on supporting the Group Director. Candidates should possess strong organizational skills, experience in diary and email management, and excellent communication abilities. This dynamic position also includes managing travel itineraries and handling client interactions professionally. The role comes with benefits such as private medical aid and a retirement annuity.

Benefits

Private medical aid

Retirement annuity

Qualifications

• Proven experience as an Executive Assistant and/or Office Manager.
• Strong command of written and spoken English.
• Ability to handle diary and email management.

Responsibilities

• Manage the Group Director’s diary, scheduling meetings and appointments.
• Coordinate and confirm meetings with clients and internal teams.
• Handle inbox management and important correspondence.

Skills

Diary management

Email management

Travel arrangements

Communication skills

Organizational skills

Strong attention to detail

Tools

Microsoft Office

Job description

About the Company

Capital Fund Services (financial services/administration, regulated environment, international presence including Guernsey, Mauritius, South Africa).

About the Role

Executive Assistant / Office Manager – Hybrid Role

This is a hybrid position primarily focused on Executive Assistant responsibilities (90%), with a smaller Office Management component (10%).

As the Executive Assistant, you will report directly to and provide dedicated support to the Group Director, who is based in Guernsey.

As the Office Manager, you will oversee a serviced office near Cavendish Square (Claremont/Rondebosch).

Responsibilities

• Proactively manage the Group Director’s complex diary, scheduling meetings, calls, and appointments across multiple time zones.
• Coordinate and confirm meetings with clients, internal teams, and external partners, ensuring minimal conflicts and seamless transitions.
• Take ownership of inbox management, prioritising and flagging important emails, responding on behalf of the Group Director where appropriate, and maintaining clear communication with all stakeholders.
• Arrange extensive travel itineraries, including flights, accommodation, transfers, visas, and detailed travel packs for both local and international trips.
• Handle last-minute changes and urgent requests with calm efficiency, always ensuring the Group Director is prepared and on time.
• Act as a key point of contact for clients, managing correspondence and calls professionally and ensuring a positive impression at every interaction.
• Balance multiple priorities across different time zones, keeping track of deadlines, meetings, and deliverables for the Group Director
• Anticipate needs, solve problems before they arise, and take initiative to keep operations running smoothly.
• Order stationery and be the go-to person for the serviced office in Cape Town.

Must-have skills/experience

• Previous experience as an Executive Assistant and/or Office Manager.
• Experience in a regulated environment, ideally financial services (but open to other regulated industries or high‑paced environments like marketing agencies).
• Strong command of written and spoken English; excellent communication skills.
• High attention to detail, urgency, and a proactive, solutions‑focused mindset.
• Strong organizational skills: diary management, email management, travel arrangements (including international and multi‑time zone travel), and general admin.
• Microsoft Office proficiency is mandatory (especially Outlook, calendar, and email management).
• Ability to write reports and handle some copywriting tasks (advantageous, not essential).
• Client‑facing skills: must be able to interact professionally with clients over phone and email.
• Service mindset: must genuinely want to help, be able to learn quickly, and not require repeated instructions.

Preferred attributes

• Experience in financial services is highly desirable but not strictly essential if the candidate demonstrates the right attitude and service mindset.
• Experience in high‑pressure, client‑focused environments (e.g., marketing agencies) is also valued.
• Ability to work independently and take ownership.

Benefits include private medical aid and retirement annuity.