Executive Assistant

A proactive and highly organised professional is required to provide comprehensive, dual-level administrative support within a prominent partnerships division of a financial services company. Reporting directly to the division lead, this permanent, full-time role serves as the central operational engine, balancing executive-level personal assistance with broader team coordination and office management. The ideal candidate must be a master of multitasking who is capable of identifying operational efficiencies, steering corporate social initiatives, and maintaining excellent service standards in an evolving corporate landscape. Key Responsibilities Executive & Leadership Support: Proactively manage and coordinate extensive, complex diaries, screen incoming correspondence, and handle high-level gatekeeping duties on behalf of leadership. Meeting & Board Administration: Schedule specialised annual reinsurance renewals and board strategy meetings well in advance. Coordinate comprehensive room logistics—including technical equipment setup, layout, and catering, while meticulously recording minutes and tracking action items. Advanced Documentation: Manage secure e-signature workflows for confidential documentation, ensuring relevant context and timing are clearly communicated alongside the signature requests. Draft, proofread, and format presentations, reports, and official corporate communications. Travel & Itinerary Management: Coordinate complex domestic and international travel itineraries, booking flights, accommodation, visas, and managing on-site logistics for client roadshows and regional strategy sessions. Financial Administration: Process and reconcile credit card expenditures, corporate travel expenses, and external vendor invoices for operational needs and team events. Culture, Wellbeing & Onboarding: Oversee the team wellness strategy by conducting culture surveys, tracking action plans, organising team-building events, and integrating new team members through profile analysis. CSI Leadership: Lead, champion, and coordinate the division's Corporate Social Investment (CSI) initiatives to drive active internal participation. Office Coordination: Facilitate "hot desk" setups, manage technical equipment, and act as the core liaison with the internal IT department to resolve technical needs. Requirements Experience: A minimum of 3 years of work experience in a relevant administrative, team assistant, or personal assistant role. Education: Grade 12 (Matric) qualification is essential. Core Competencies: Exceptional written and verbal communication skills, financial acumen for handling expense reconciliations, and a meticulous eye for detail. Professional Attributes: Utmost discretion when dealing with confidential corporate records, a "make it happen" attitude, and the confidence to interface with brokers, senior external clients, and internal business pillars. Preferred Qualifications A relevant tertiary qualification is preferred. Proven experience handling international corporate travel logistics and visa arrangements. Required Software Skills Advanced Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) SharePoint Digital E-Signature Platforms Benefits High degree of latitude to shape the scope of the position and implement innovative operational approaches. A team-centric environment that values employee wellbeing, social corporate responsibility, and professional synergy. Active maintenance of learning and development initiatives to ensure skills remain relevant and up to date.