Executive Support Assistant

Humankind; Umhlanga Rocks; On-site; ZAR 180,000 - 280,000; Full time

Job summary

Humankind in Umhlanga is seeking an Executive Support Assistant to deliver high-touch administrative support to senior managers and partners. You will manage calendars, travel and event logistics, prepare documentation, and coordinate stakeholder communications across time zones.

The role requires robust organizational skills, a proactive mindset, and a collaborative approach to keep executives ahead of deadlines while maintaining brand-aligned communications and processes.

Qualifications

• Matric or equivalent plus a bachelor’s degree in Business Administration or related field, or a diploma/certificate in Office Management or executive secretarial studies
• 3–5 years of executive support/administrative experience with progressive responsibility
• Experience working directly with senior executives
• Proven ability to navigate organizational change
• Strong written and verbal communication skills
• Advanced organizational, time-management and problem-solving abilities
• Experience in global business services or back-office support environment

Responsibilities

• Schedule ad hoc and weekly meetings with stakeholders and join calls to capture action items
• Plan and prepare stakeholders for engagements, and act as a tech knowledge partner for new technology setup
• Coordinate diary management including booking rooms and catering, and preparing pre-meeting documentation
• Monitor attendance, manage rescheduling or clashes, and protect schedules time-blocking
• Coordinate travel needs, research options, bookings, itineraries, transfers, visas and entry requirements
• Create presentations and documents using templates and brand guidelines; document meeting notes and agendas
• Collaborate with offshore design teams on slide decks and review outputs for accuracy
• Assist with event logistics including venues, catering, guest lists, quotes and RSVPs
• Support client relationship research and maintain Salesforce contacts and campaign execution
• Provide weekly activity reports and gather stakeholder feedback for continuous service improvement

Skills

Stakeholder management

Excellent communication

Time management

Adaptability

Problem solving

Education

Bachelor's degree or equivalent in Business/Office Management

Tools

Microsoft Office

Google Workspace

Salesforce

Job description

Executive Support Assistant

Location: Umhlanga | Type: Full-Time

About the Role

We're looking for a motivated and detail-oriented Executive Support (ES) Assistant to provide remote administrative support to senior managers, directors, and partners. In this role, you'll manage a high-touch portfolio of stakeholders, ensuring seamless coordination across scheduling, travel, documents, and events - all while continuously seeking feedback to elevate service delivery.

If you thrive in a fast-paced environment, bring a collaborative mindset, and take pride in delivering consistent, high-quality support, we'd love to hear from you.

What You'll Do

Stakeholder Engagement & Support

• Schedule ad hoc and weekly meetings with stakeholders
• Join calls and meetings, taking and updating action items
• Plan and prepare stakeholders for upcoming engagements
• Act as a tech knowledge partner, assisting with new technology setup and Q&A support

Diary Management

• Coordinate internal and external meetings, including booking rooms and catering
• Prepare pre-meeting documentation
• Monitor attendance/acceptance and manage rescheduling or clashes
• Time-block and protect schedules as required

Travel Coordination

• Identify and clarify travel needs with stakeholders
• Research travel options, manage bookings, and prepare detailed itineraries and transfers
• Manage visa and entry requirements

Document Management

• Support creation of presentations and documents using established templates and brand guidelines
• Prepare clear, complete meeting notes and agendas; escalatte sensitive or complex items as needed
• Collaborate with offshore design teams on slide decks and visual materials, reviewing outputs for accuracy

Event Coordination

• Assist with event logistics: venues, catering, and guest lists
• Gather quotes, confirm bookings, and track RSVPs against budgets and timelines
• Coordinate with external stakeholders on invitations, attendance, and event details

Salesforce & Relationship Management

• Support client relationship research using internal systems and public sources
• Maintain accurate client contact records in Salesforce and support campaign execution

Reporting & Feedback

• Provide weekly activity reports for stakeholders
• Gather stakeholder feedback to drive continuous service improvement

What You Bring

• Matric (or equivalent), plus a bachelor's degree in Business Administration or a related field, OR a diploma/certificate in Office Management, Business Management, or executive secretarial studies
• 3-5 years of experience in executive support, administrative roles, or virtual assistance, with progressive responsibility
• Prior experience working directly with senior executives
• Experience navigating organizational change
• A track record of identifying problems and implementing effective solutions in fast-paced settings
• Strong proficiency in Microsoft Office (Excel, PowerPoint, Word, Outlook), Google Workspace, and related technology
• Excellent written and verbal communication skills
• Advanced organizational, time-management, and problem-solving abilities
• Experience in global business services, shared services, or a back-office support environment

Who You Are

• Detail-oriented and results-driven
• Proactive and solution-focused
• Comfortable working with ambiguity and managing change
• Culturally competent with a global mindset
• High integrity and professional accountability
• Adaptable and flexible in the face of shifting priorities
• Empathetic, self-aware, and an active listener
• A relationship-builder who values inclusion and team well-being