Second In Charge | Bfs Wilton Oosh

Big Fat Smile Group Ltd; South Africa; Remote; AUD 93,000 - 129,000; Full time

Job summary

Big Fat Smile Group Ltd is seeking an Executive Assistant to support a senior international healthcare executive. You will own calendar orchestration, travel logistics, and stakeholder communications from home, providing high-level administrative support in a fast-paced, remote setting.

The role requires 3–5+ years of executive support experience, proficiency with Monday.com/Asana/MS Office 365, and a discreet, proactive approach to complex daily priorities.

Qualifications

• 3–5+ years of EA experience supporting C-suite or senior leaders.
• Diploma/degree in Business Administration preferred.
• Strong command of English writing and speaking.
• Experience in high-volume calendar management and travel planning.
• Discretion with confidential information and proactive mindset.

Responsibilities

• Manage complex multi-timezone calendars and prepare briefings.
• Triage and draft high-priority emails for stakeholders.
• Plan domestic and international travel itineraries.
• Create high-level presentations and confidential documents.
• Organize virtual conferences and track meeting minutes.
• Support ad-hoc operational projects for the executive.

Skills

Executive support

Calendar management

Communication

Discretion

Self-management

Education

Diploma or Degree in Business Administration

Tools

Monday.com

Asana

Microsoft Office 365

Zoom

Slack

Job description

Job Description

The Role

Remote (South Africa) | Supporting an International Company

Thursday – Monday, 09:00 AM – 05:00 PM SAST | Full-Time

Unlock international exposure and elevate your executive support career from the comfort of your home.

As an Executive Assistant in the dental field, you will directly own the seamless operational flow and daily administrative rhythm for a senior international healthcare executive. You will serve as the primary operational gateway, taking full charge of high-volume calendar orchestration, dental practice coordination, complex stakeholder communications, and end-to-end travel logistics.

What You'll Do

• Calendar & Schedule Management: Proactively manage complex multi-timezone diaries, resolving scheduling conflicts, and delivering comprehensive pre-meeting briefing notes and agendas.
• Inbox & Stakeholder Communication: Triage, screen, and draft high-priority emails, serving as the professional first point of contact for internal and external stakeholders.
• Travel & Logistics Coordination: Plan and execute domestic and international travel itineraries—including flights, accommodation, transfers, and post-travel expense reconciliations.
• Document & Report Generation: Draft, format, and refine high-level business presentations, reports, and confidential correspondence with flawless accuracy.
• Meeting & Event Facilitation: Organize virtual conferences, webinars, and executive team meetings while tracking actionable minutes and following up on key deliverables.
• Operational & Project Support: Execute research tasks, streamline internal administrative workflows, and independently drive ad-hoc operational projects on behalf of the executive.

What You Bring

• Experience & Certifications: 3–5+ years of proven experience as an Executive Assistant supporting C-suite or senior leaders; tertiary diploma/degree in Business Administration is preferred.
• Core Technical/Specialized Skills: Advanced proficiency in project management platforms (e.g., Monday.com, Asana), Microsoft Office 365, and virtual meeting platforms (Zoom, Slack).
• Background & Domain Expertise: Strong track record in end-to-end travel management, multi-timezone calendar optimization, and senior administrative operations within global or fast-paced settings.
• Technical Translation / Delivery: Flawless written and verbal English communication capabilities with exceptional research, drafting, and document formatting capabilities.
• Working Style: High discretion handling confidential information, exceptional self-governance, outstanding attention to detail, and a proactive, solution-oriented approach to complex daily priorities.
• Trainability: Fast learner with a strong attitude toward acquiring new skills (minimal training required).

Remote Work Requirements

• Hardware: Reliable personal laptop or desktop capable of running all role-required software.
• Connectivity: High-speed, stable internet connection with a backup plan for power or connectivity outages.
• Workspace: A dedicated, quiet, and professional home-office environment.
• Mindset: High self-discipline, excellent time management, and a strong track record of thriving in an autonomous remote setup.

Connecting the extraordinary talent of South Africa with businesses around the world.