Senior Executive Assistant

Equate Recruitment; Gauteng; Hybrid; ZAR 550,000 - 750,000; Full time

Benefits offered by this job

Medical aid

Pension fund

Performance bonus

Generous annual leave

Learning & development opportunities

Hybrid working model

Work from home 2 days/week

Job summary

Equate Recruitment is seeking an experienced Executive Assistant to act as a trusted partner to Consultants, managing complex schedules and high-profile engagements.

You will coordinate multiple client assignments, prepare materials, maintain CRM discipline, and liaise with senior stakeholders, delivering professional, discreet support in a fast-paced environment. Hybrid work and global travel when required are available.

Qualifications

• A relevant secretarial, business administration or similar qualification is required; a legal qualification or experience within a legal environment would be advantageous.
• Minimum 8 years' experience as an Executive Assistant or in a comparable senior support role within a fast-paced, high-performance professional services, management consulting, executive search, legal or blue-chip corporate environment.
• Demonstrable project management or project coordination experience, with the ability to manage multiple workstreams, stakeholders, deadlines and deliverables simultaneously.
• Exceptional written and verbal communication skills, with the confidence and professional maturity to engage directly with C-suite executives, board members, senior candidates and clients, and to produce high-quality client-ready documentation.
• Advanced proficiency in Microsoft Word, Excel and PowerPoint, with strong document-production and presentation skills. High typing accuracy and the ability to work efficiently with digital tools and systems are essential.

Responsibilities

• Acts as a trusted business partner to Consultants, anticipating priorities, identifying potential issues early and ensuring actions are followed through without the need for close supervision.
• Owns complex diary and calendar management, ensuring schedules reflect assignment, client and business development priorities and that Consultants are appropriately prepared for key engagements.
• Coordinates multiple concurrent client assignments and engagements, including candidate interviews, client meetings, update calls, reference discussions, meeting rooms, video conferences and associated logistics.
• Serves as a polished point of contact for clients, candidates and senior stakeholders, communicating confidently and professionally throughout the engagement lifecycle and arranging regional or international candidate travel where required.
• Coordinates complex Consultant business travel and associated itineraries, proactively managing changes and competing priorities.

Skills

Diary management

Client liaison

Stakeholder management

Project coordination

Document production

Microsoft Word

Microsoft Excel

PowerPoint

C-suite communication

Interpersonal skills

Education

Secretarial qualification

Business administration qualification

Legal qualification (advantage)

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Job description

Key Responsibilities:

• Acts as a trusted business partner to Consultants, anticipating priorities, identifying potential issues early and ensuring actions are followed through without the need for close supervision.
• Owns complex diary and calendar management, ensuring schedules reflect assignment, client and business development priorities and that Consultants are appropriately prepared for key engagements.
• Coordinates multiple concurrent client assignments and engagements, including candidate interviews, client meetings, update calls, reference discussions, meeting rooms, video conferences and associated logistics.
• Serves as a polished point of contact for clients, candidates and senior stakeholders, communicating confidently and professionally throughout the engagement lifecycle and arranging regional or international candidate travel where required.
• Coordinates complex Consultant business travel and associated itineraries, proactively managing changes and competing priorities.
• Coordinates and quality-checks documentation required for candidate and client meetings, ensuring materials are complete, accurate, professionally presented and available on time.
• Coordinates required candidate compliance and data-protection documentation, ensuring the correct forms are completed, captured and maintained accurately.
• Supports the preparation, collation and quality control of client-ready deliverables, presentations, meeting packs and other documentation, working closely with Consultants and relevant internal teams.
• Maintains exceptional data and process discipline across the internal CRM/database, ensuring assignment, client and candidate activities, notes, emails, appointments and supporting documentation are captured accurately and consistently.
• Provides structured project coordination and client liaison support across management appraisal and other consulting-related engagements, tracking actions, timelines, documentation and deliverables.
• Proactively engages with Consultants across the lifecycle of client work, maintaining visibility of priorities, dependencies and next steps and driving follow-through on agreed actions.
• Manages Consultant and candidate expense administration accurately and within required timelines.
• Liaises with the Accounts Department regarding client invoicing and related administrative follow-up, ensuring information is accurate and actions are completed timeously.
• Handles urgent and time-sensitive documentation when required, maintaining accuracy and professionalism under pressure.
• Coordinates business development meetings, events and related activities, including scheduling, logistics, preparation of materials and follow-up actions.

Requirements:

• A relevant secretarial, business administration or similar qualification is required; a legal qualification or experience within a legal environment would be advantageous.
• Minimum 8 years' experience as an Executive Assistant or in a comparable senior support role within a fast-paced, high-performance professional services, management consulting, executive search, legal or blue-chip corporate environment.
• Demonstrable project management or project coordination experience, with the ability to manage multiple workstreams, stakeholders, deadlines and deliverables simultaneously.
• Exceptional written and verbal communication skills, with the confidence and professional maturity to engage directly with C-suite executives, board members, senior candidates and clients, and to produce high-quality client-ready documentation.
• Advanced proficiency in Microsoft Word, Excel and PowerPoint, with strong document-production and presentation skills. High typing accuracy and the ability to work efficiently with digital tools and systems are essential.

Personal Attributes:

• A mature, positive and highly professional approach, with a strong fit for a culture of collaboration, commitment and 'service before self'.
• Commercially aware, intellectually curious and focused on delivery, with consistently high standards of quality and professionalism.
• Highly proactive and self-directed, with the judgement to anticipate needs, identify risks or gaps early and take appropriate action without waiting to be instructed.
• Resilient and hardworking, with a strong understanding of the client perspective and the pace and standards expected in a professional services environment.
• Diplomatic and discreet, with sound judgement and the ability to handle sensitive and confidential matters appropriately.
• A collaborative team player who is comfortable working across functions and engaging with a wider global community.
• Adaptable and comfortable operating in an evolving environment, with an interest in using technology and new ways of working to improve efficiency.
• Exceptional attention to detail and a strong quality-control mindset; able to review documents and information critically rather than simply process them.
• Strong interpersonal and stakeholder-management skills, with the ability to build credible relationships internally with Consultants and support teams and externally with senior clients and candidates.
• Proven ability to remain composed under pressure while coordinating multiple complex priorities, projects and deadlines simultaneously.
• Highly organised, resourceful and deadline-driven, with excellent prioritisation, follow-through and problem-solving capability.
• Strong service orientation combined with ownership, accountability and the confidence to operate as a genuine business partner to senior Consultants.

Benefits:

• A competitive remuneration package complemented by a comprehensive range of benefits, including company-funded medical aid, pension fund, performance-related annual bonus, generous annual leave, and company-funded learning and development opportunities.
• A flexible hybrid working model, with the option to work from home two days per week.
• The opportunity to join a highly respected global professional services firm and work closely with senior Consultants, with exposure to leading executives, boards, organisations and business leaders across a diverse range of industries.