Office Assistant jobs in United States

Our client, a Senior Business Professional (Executive), is urgently seeking a full‑time Executive Assistant. This role involves overseeing the administrative operations of the Business Professional including managing her calendar, coordinating meetings and travel, and drafting professional documentation.

Location: The role is office based in the southern suburbs of Cape Town (Claremont).

SalaryStarting gross monthly salary ofR

Total cash remuneration, no benefits.

Work hours: 9am till 5:30pm, or 8:30am to 5pm. Some overtime may be required from time to time, authorized in advance and remunerated. Leave: 15 working days of annual leave, at employer's convenience. Commencement date: As soon as possible.

• Administrative and Executive Support: Oversee day‑to‑day activities of the Executive to ensure smooth office functioning; draft correspondence, handle confidential documents, and follow up on action items; act as a gatekeeper and point of contact for internal and external inquiries; support preparation for board and executive meetings that the Executive is required to attend; act as a point of contact for stakeholders' queries and escalation; manage calendar, schedule and meetings for Executive; make travel arrangements and support travel logistics, visa applications, etc.; respond to emails in a timely manner and maintain a daily alert list for Executive to action; handle correspondence, respond to correspondence, meeting requests, invitations; accounting data capturing and support (bookkeeping); preparing and dissemination invoices; manage office supplies, subscriptions, and vendor contracts; track deadlines, deliverables, and budgets.
• Drafting of Professional Documentation (and Documentation Management): Prepare correspondence and reports for the Executive; typing, formatting, and editing reports and presentations; prepare meeting presentations and meeting material for the Executive; contract & document management including tracking contract lifecycles and renewals; maintain document control and filing systems, especially client records and regulatory documents; assist with compliance reporting under the direction of the Executive; monitor adherence to internal policies and external regulations (e.g. POPIA, FICA).

• Honest and trustworthy individual with a pro‑active mindset.
• A fast learner, who can work well under pressure and take initiative.
• Relevant post‑matric qualification: business administration, secretarial, administration related etc.
• At least five years' experience in an executive support and administrative role.
• Technologically astute with proficiency in Microsoft Office Suite – creating professional documents and PowerPoint presentations, using office software such as MS Word and PowerPoint; intermediate knowledge of Excel required.
• Strong organizational and multitasking abilities.
• Excellent professional written and verbal communication and fluent command of English in verbal and written communication.
• Discretion and professionalism in handling sensitive information.

Application: Only applicants meeting all requirements should apply.

If you do not hear from us in a month, consider your application unsuccessful.