Executive Assistant needed at Robert Walters

What you’ll do:

• As an Executive Assistant based in South Africa, you will play an integral part in ensuring the smooth operation of daily activities for senior leaders.
• Your day-to-day responsibilities will involve expertly managing complex schedules across different time zones while balancing shifting priorities with grace.
• You will coordinate travel arrangements from start to finish, handling everything from flight bookings to expense reconciliation, so that executives can focus on their core objectives without distraction.
• Your attention to detail will shine through as you prepare polished documents ranging from presentations to reports.
• By facilitating meetings, whether virtual or in-person, you will ensure all logistics run seamlessly so participants can engage productively.
• Acting as a trusted point of contact between leadership and various stakeholders means your communication skills will be essential in maintaining strong relationships throughout the organisation. You will also play a vital role in safeguarding confidential information while supporting event planning efforts for both internal gatherings and client-facing occasions.
• Manage complex calendars for senior leaders, coordinating meetings across multiple global time zones while prioritising competing demands with consideration and efficiency.
• Arrange comprehensive travel logistics including transportation bookings, accommodation arrangements, detailed itineraries, and meticulous expense management to ensure smooth journeys for executives.
• Prepare, proofread, and edit correspondence, presentations, reports, and other documents with accuracy and professionalism to reflect the high standards of the organisation.
• Coordinate internal and external meetings by handling all logistical aspects such as venue booking, materials preparation, technology setup, catering arrangements, and minute-taking responsibilities.
• Serve as a dependable liaison between executives and both internal colleagues as well as external partners or clients, ensuring timely communication of follow-ups and action items.
• Maintain confidential records and files securely while handling sensitive information with integrity and discretion at all times.
• Support event planning activities for team offsites, client meetings, staff functions or special events by managing invitations, logistics coordination, and on-the-day support.
• Anticipate the needs of senior leaders by providing proactive solutions to potential challenges and taking initiative in streamlining administrative processes for greater efficiency.
• Assist with special projects as assigned by leadership which may include research tasks, data compilation or cross-functional collaboration with other departments.
• Contribute positively to the overall team environment by sharing best practices, supporting colleagues during peak periods or absences, and upholding a culture of mutual respect.

What you bring:

• To excel as an Executive Assistant in this role you will bring proven experience supporting senior leaders ideally within fast-paced environments where adaptability is key. Your background demonstrates proficiency not only in traditional administrative tasks but also in leveraging digital tools for enhanced productivity.
• You possess outstanding interpersonal skills which enable you to build rapport quickly maintain harmonious working relationships across diverse teams.
• Your written communication is clear concise always tailored appropriately for different audiences while your verbal interactions reflect warmth professionalism at every touchpoint.
• Discretion comes naturally allowing you handle sensitive information responsibly whilst upholding trust placed upon you by leadership peers alike.
• A keen eye for detail ensures nothing slips through cracks whether preparing documents organising events reconciling expenses or managing complex diaries.
• Your educational achievements further reinforce your capability through practical hands-on experience remains equally valued here.
• Above all it is your commitment reliability willingness go extra mile that sets you apart making significant contributions both individually collectively within supportive team environment.

Minimum

• 3 years’ experience as an Executive Assistant within a professional services environment or similar setting where multitasking is essential.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) along with familiarity using collaboration tools such as Zoom, Teams or Slack is advantageous.
• Demonstrated expertise managing executive-level communications including email correspondence scheduling appointments travel planning and expense reporting.
• Exceptional organisational abilities coupled with acute attention to detail allowing you to manage multiple priorities simultaneously without compromising quality.
• Excellent written and verbal communication skills enabling you to interact professionally with stakeholders at all levels both internally externally.
• Proven track record of exercising discretion sound judgment when handling confidential information sensitive matters on behalf of leadership.
• Bachelor’s degree or equivalent experience preferred but not required; relevant certifications or additional training are considered beneficial.
• Previous experience supporting C-suite executives or working within a consulting environment would be highly regarded but not mandatory.
• Adaptability resilience under pressure combined with a proactive approach towards problem-solving ensures you remain effective even during periods of change or uncertainty.