Senior Executive Assistant

Equate Recruitment; Johannesburg; Hybrid; ZAR 600,000 - 900,000; Full time

Benefits offered by this job

Company-funded medical aid

Pension fund

Performance-related annual bonus

Generous annual leave

Learning and development opportunities

Flexible hybrid working model

Job summary

Equate Recruitment is seeking an experienced Executive Assistant to act as a trusted partner to Consultants, managing complex calendars, coordinating client engagements and travel, and ensuring materials are prepared on time. You will handle multi-project coordination, maintain CRM data discipline, and liaise with senior stakeholders while producing high-quality client-ready documents.

A strong secretarial or business administration background and 8+ years in fast-paced professional services are

Qualifications

• A relevant secretarial, business administration or similar qualification is required.
• Minimum 8 years' experience as an Executive Assistant or in a comparable senior support role.
• Demonstrable project management or project coordination experience.
• Exceptional written and verbal communication skills, with the confidence to engage directly with C-suite executives, board members, senior candidates and clients.
• 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.

Responsibilities

• Acts as a trusted business partner to Consultants, anticipating priorities and ensuring actions are followed through without close supervision.
• Owns complex diary and calendar management reflecting assignment, client, and business development priorities.
• Coordinates concurrent client assignments and engagements, candidate interviews, client meetings, and related logistics.
• Serves as a polished point of contact for clients, candidates and senior stakeholders throughout the engagement lifecycle.
• Coordinates and quality-checks documentation for meetings, ensuring materials are complete and professionally presented on time.
• Maintains exceptional data and process discipline across the CRM/database for activities, notes, emails, and supporting documentation.
• Provides project coordination and client liaison support across engagements, tracking actions, timelines and deliverables.
• Proactively engages with Consultants across the lifecycle of client work and drives follow-through on actions.

Skills

Executive support

Calendar management

Stakeholder management

MS Word

MS Excel

PowerPoint

Attention to detail

Typing

Education

Secretarial qualification

Business administration

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.