Executive Assistant

Potentiam Ltd; Wes-Kaap; On-site; ZAR 180,000 - 240,000; Full time

Job summary

Potentiam Ltd in South Africa is seeking a Virtual Administrative Assistant to support our client delivery teams with internal administrative tasks, scheduling, and coordination. You will manage data entry and maintain confidential databases, edit client-facing documents, and ensure timely communication with clients and candidates throughout the hiring process.

Based in Cape Town or Gauteng, the role operates during 09:00–18:00 CAT with normal business hours and a focus on reliable, discreet

Qualifications

• Background in administrative support, preferably in professional services.
• Excellent verbal and written English communication.
• Meticulous attention to detail and ability to prioritise and balance tasks.
• Strong interpersonal skills to engage with people at all levels.

Responsibilities

• Provide internal administrative support to global delivery teams.
• Maintain and update the company confidential database with data entry tasks (e.g., parsing from LinkedIn).
• Edit and format client-facing documents (e.g. job specifications and candidate reports).
• Manage interview scheduling throughout the hiring process and communicate with clients and candidates.

Skills

English communication

Attention to detail

Prioritisation

Interpersonal skills

Job description

Global clients. Clear progression. Real opportunity.

Potentiam is a fast-growing global offshore solutions provider connecting top talent with leading UK and European businesses. With offices across South Africa, Romania, India and Brazil, we offer international exposure, real career progression and the opportunity to work with high-performing global teams.

We combine global opportunity with local support – giving you the chance to grow, make an impact and build a long-term career in a business that’s scaling fast.

Our Client

As a leader in executive search and talent acquisition, they help the greatest companies fulfil their ambitions by providing world-class talent. Serving the most innovative companies in the world across technology, automotive, science, industrial and consumer markets. They combine deep commercial insight with leading-edge head-hunting capabilities to deliver high performing talent that sets their clients apart. Operating from their offices in the UK, North America, Zurich and Singapore our client delivers a unified global service. Companies hire them to identify, assess and recruit ‘best in class’ forward thinkers that will future-proof their business whilst driving continued success and growth. Our client assist their customers to outpace their competition through delivering executive teams with a combination of diversity, creativity, technical prowess and commercial rigour. The goal is to deliver innovative talent solutions that challenge thinking, whilst bringing creativity and effectiveness in the recruitment process

Your Role

You are an integral part of our clients’ success in delivering exceptional candidate and client experiences. As part of the engine room for the business you will be providing internal administrative support for team members, as well as scheduling and process management support in the form of candidate-client co-ordination. The Virtual Administrative Assistants are part of the core team and provide comprehensive onboarding and is a dedicated internal point of contact responsible for managing their workloads.

What you will be doing

• Ambassador for the business, providing administrative support to our global delivery teams and serving as the internal liaison between team members.
• Update and maintain the integrity of the company confidential and proprietary database, involving data entry (parsing) from LinkedIn.
• Edit and format client-facing documents (e.g. job specifications and candidate reports).
• Manage interview scheduling throughout the hiring process, providing clients and candidates with an exceptional service.
• Manage and own (where appropriate) communication with clients and candidates around meeting scheduling.
• Ensure that all messages are dealt with in a timely and accurate manner and, where relevant, relayed to colleagues promptly.
• Ensure that all information is always treated confidentially and with discretion.

Who you are

You have a background in administrative support, with the ideal experience coming from supporting professional services firms.

• You are an intelligent, confident professional with excellent verbal and written English communication skills.
• Meticulous attention to detail, ability to prioritise, manage, and balance a variety of project coordination responsibilities efficiently and accurately.
• Ability to problem solve and develop an understanding of our business processes.
• Excellent interpersonal relationship skills, particularly the ability to develop rapport and engage with people at all levels.

Location and Working Hours:

Cape Town or Gauteng

09:00 - 18:00 CAT

DISCLAIMER

The personal information you provide during the application and recruitment process will be used solely for recruitment purposes, in accordance with our data protection policies.

For any questions regarding data processing related to HR activities, please contact Chantal Endemann at [e-mail].

All data shared with third parties complies with applicable confidentiality and retention requirements.