Executive Assistant & Departmental Administrator – Strategic Affairs

Empower Talent; Johannesburg; On-site; ZAR 200,000 - 300,000; Part time

Job summary

A leading professional services organization in Johannesburg is searching for an Executive Assistant & Departmental Administrator to support multiple executives. This role blends advanced administrative coordination with strategic operations. It is essential that candidates possess a strong background in office management and be adept at using AI and digital tools to streamline processes and enhance productivity. The ideal candidate will have at least five years of experience and excel in a fast-paced, dynamic environment, contributing to the company’s transformation journey.

Qualifications

• Minimum of 5 years’ experience in executive support or office management.
• Proven experience supporting multiple executives simultaneously.
• Exposure to digital transformation and AI tools is a strong advantage.

Responsibilities

• Manage diaries, meetings, and emails for multiple senior leaders.
• Coordinate travel, visas, and accommodation arrangements.
• Draft agendas, record minutes, and follow up on action items.
• Liaise with internal and external stakeholders on behalf of executives.
• Use AI tools and workflow automation to improve administrative efficiency.

Skills

Organisational skills

Proficiency in Microsoft Office

Excellent communication

Problem-solving skills

Ability to multitask

Education

Diploma or Degree in Business Administration

Certifications in Microsoft Office or project management

Tools

Microsoft Office

Google Workspace

Workflow automation tools

Job description

Position Title : Executive Assistant & Departmental Administrator – Strategic Affairs

Location : Johannesburg, South Africa

Industry : Professional Services / Strategic Affairs / Administration

Contract Type : 4 Months

Start Date : As soon as possible

Our client

Our client, a leading organisation within the professional services sector, is undergoing a dynamic transformation to become an insights-driven, technology-enabled, and AI-powered organisation. As part of their future-fit strategy, they are enhancing operational efficiencies, advancing digital capabilities, and strengthening sustainability across their business.

To support this exciting journey, they are seeking a highly motivated and adaptable Executive Assistant & Departmental Administrator to provide strategic and operational support to multiple executives and their respective departments. This is more than a traditional executive assistant role,it blends advanced administrative coordination, digital enablement, and stakeholder communication.

Purpose of the Role

The Executive Assistant & Departmental Administrator will deliver high-level administrative and operational support across various departments. The successful candidate will be proactive, tech-savvy, and capable of managing multiple priorities. They will help streamline processes, support transformation initiatives, and enhance productivity using digital tools and AI-driven solutions.

Key Responsibilities

• Executive and Administrative Support
• Manage diaries, meetings, and emails for multiple senior leaders
• Coordinate travel, visas, and accommodation arrangements
• Handle expenses, logistics, and meeting preparations
• Draft agendas, record minutes, and follow up on action items
• Liaise with internal and external stakeholders on behalf of executives
• Departmental Operations and Support
• Assist with departmental planning and operational reporting
• Prepare presentations, reports, and project documentation
• Support procurement processes, invoice management, and budget tracking
• Maintain records, databases, and digital filing systems
• Technology and AI-Driven Optimisation
• Use AI tools and workflow automation to improve administrative efficiency
• Identify and implement technologies for process improvement
• Contribute to data analytics and reporting for decision-making
• Process Improvement and Special Projects
• Support the implementation of digital dashboards and tools
• Participate in organisational initiatives by providing administrative coordination
• Identify opportunities to optimise operations and reduce costs
• Stakeholder Engagement and Communication
• Act as a central point of contact for departmental communications
• Coordinate with internal teams, leadership, and external partners
• Support event and forum logistics as needed
• Drive Organisational Transformation
• Leverage digital tools and data for informed decision-making
• Embrace AI and automation to increase productivity
• Contribute to risk management planning with a focus on sustainability
• Continuously seek innovative ways to improve processes and service delivery

Qualifications and Experience

Education :

• Diploma or Degree in Business Administration, Office Management, or a related field
• Certifications in Microsoft Office, project management, or AI tools (advantageous)

Experience :

• Minimum of 5 years’ experience in executive support, office management, or administrative coordination
• Proven experience supporting multiple executives simultaneously
• Exposure to digital transformation and AI tools is a strong advantage

Skills and Competencies

• Strong organisational, administrative, and multitasking abilities
• Proficiency in Microsoft Office, Google Workspace, and workflow automation tools
• Solid financial administration and budget tracking knowledge
• Excellent communication, interpersonal, and stakeholder management skills
• Critical thinking, problem-solving, and independent working capabilities
• Ability to handle confidential information with discretion
• High attention to detail, reliability, and proactive mindset
• Adaptability and resilience in a dynamic, fast-paced environment
• Collaborative team player who thrives in a diverse workplace

Interested candidates are highly encouraged to apply before the 22nd of July 2025