Executive Assistant

Potentiam Ltd; Wes-Kaap; On-site; ZAR 160,000 - 240,000; Full time

Job summary

A leading global provider is seeking a Virtual Administrative Assistant to support its team in delivering exceptional client and candidate experiences. The role involves essential administrative functions, including managing scheduling, maintaining databases, and providing liaison support between team members.

Qualifications

• Experience in administrative support, preferably in professional services.
• Intelligence and confidence in professional interactions.
• Skills in problem-solving and understanding business processes.

Responsibilities

• Provide administrative support for global delivery teams.
• Update and maintain the company's confidential database.
• Manage interview scheduling and client-candidate communications.

Skills

Verbal communication

Written communication

Attention to detail

Project coordination

Interpersonal skills

Job description

Potentiam is a global provider of highly qualified professionals to European SMEs from our offices in Romania, South Africa and India.

Potentiam works with clients in finance, energy, leisure, marketing, business services and technology industries, providing technical, professional multilingual highly motivated staff, most of whom have had experience of working for international companies.

Potentiam manages our staff’s career development and personal development training, all infrastructure, HR and payroll with our clients directly managing day-to-day staff responsibilities and role training and development.

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.

DISCLAIMER

The personal information you provide in connection with the submission of your job application or otherwise as part of a recruitment process is used and stored for use only in the execution of a recruitment process and in connection with a possible recruitment.

Our contact person for questions regarding processing of personal data in connection with HR activities is Chantal Endemann, who can be contacted on email at [e-mail]. The disclosure of your personal information to any third parties is in accordance with written agreements with the parties concerned that comply with the applicable rules, including confidentiality requirements and deletion of information after the recruitment process ends as per our data storage policy.