SUMMARY:
Executive Support Assistant
POSITION INFO:
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; escalate 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
