Executive Assistant (Office based)

Outsourced; Pretoria; On-site; ZAR 200,000 - 300,000; Full time

Job summary

A dynamic company in Gauteng is seeking a proactive Executive Assistant – Operations Support to assist senior executives. Responsibilities include managing diaries, coordinating travel, and supporting onboarding processes. The ideal candidate will have strong organizational and communication skills, with previous experience as an executive assistant. This role plays a crucial part in ensuring smooth operations across the organization.

Qualifications

• Prior experience in an executive assistant or administrative role.
• Strong administrative and technical skills.
• Ability to manage multiple tasks and stay organized in a fast-paced environment.

Responsibilities

• Provide comprehensive diary and schedule management for senior executives.
• Book meeting rooms and schedule internal/external meetings.
• Draft and manage documents for e-signature via DocuSign.

Skills

Organizational skills

Communication skills

Technical skills

Multi-tasking

Detail-oriented

Job description

Job Description

We are seeking a highly organized and proactive Executive Assistant – Operations Support to provide full-spectrum administrative and operational support to senior executives and the broader team. This role involves a mix of executive assistance, onboarding coordination, travel logistics, and internal operations support. You will be the go-to person to keep things running smoothly behind the scenes.

Responsibilities

• Provide comprehensive diary and schedule management for senior executives
• Book meeting rooms, schedule internal and external meetings
• Prepare professional correspondence, memos, and reports
• Draft, format, and manage documents for e-signature via DocuSign
• Manage incoming communications, prioritize urgent matters, and filter information accordingly
• Take minutes during management meetings
• Coordinate new hire onboarding: set up emails, phone lines, and tech access
• Compile and maintain employee handbooks, training manuals, and code of conduct documents
• Organize and maintain the company shared drive and internal file systems
• Keep training materials and internal documents up-to-date
• Assist in the recruitment process by placing job ads and filtering CVs
• Maintain applicant records and coordinate interviews as needed
• Provide general administrative support to different departments when required
• Make complex travel arrangements including international business trips
• Coordinate logistics for team meetings, conferences, and corporate events
  
  

Qualifications

• Prior experience in an executive assistant or administrative role.
• Strong administrative and technical skills
• Ability to manage multiple tasks, create and follow processes, prioritize efficiently, and maintain organization in a fast-paced environment.
• Excellent communication and interpersonal skills, with a proactive and detail-oriented approach.
  
  

Additional Information

• M to F, 3pm to 12am PH Time
• Work Location: QC, Alabang, Pampanga, or Cebu