About the position
An excellent opportunity is available for an experienced Executive Personal Assistant to join a welcoming international organisation based in Cape Town. The successful candidate will provide high-level secretarial and administrative support to senior executives, ensuring the smooth coordination of daily activities, meetings, travel arrangements and business operations. This role requires exceptional organisational skills, discretion, attention to detail and the ability to work effectively across different time zones in a dynamic, multicultural environment.
JOB DESCRIPTION
- Manage executive calendars, schedule appointments and coordinate meetings across multiple time zones.
- Monitor and manage designated executive inboxes, ensuring effective communication and follow-up.
- Coordinate business travel arrangements, including flights, accommodation, visas and detailed itineraries.
- Prepare and process executive expense claims.
- Prepare meeting agendas, take minutes and distribute meeting notes within agreed deadlines.
- Coordinate meetings, external visits and executive engagements.
- Provide professional front-of-office support, including call screening, visitor coordination and hospitality.
- Plan and coordinate corporate events, functions and executive activities.
- Provide general administrative and business management support to ensure efficient daily operations.
- Handle confidential information with the highest level of discretion and professionalism.
- Build and maintain effective working relationships with internal and external stakeholders across a diverse, international environment.
JOB REQUIREMENTS
- Previous experience as an Executive Personal Assistant, Personal Assistant or in a similar administrative support role within a busy office environment.
- Good level of education, with strong English and Mathematics competency.
- Proven experience in managing executive calendars, coordinating meetings and scheduling appointments.
- Experience arranging business travel, including flights, accommodation, visa coordination and travel itineraries.
- Strong organisational, planning and time management skills, with excellent attention to detail.
- Excellent written and verbal communication skills, with the ability to interact professionally with stakeholders at all levels.
- Proficiency in Microsoft Office, particularly Word and Outlook, with experience in processing expenses.
- Ability to work independently, proactively and accurately under pressure while meeting tight deadlines.
- High level of discretion and the ability to handle confidential information professionally.
- Flexible and adaptable approach, with the ability to work across different time zones and adjust working hours as required.
- Strong interpersonal skills and the ability to build effective working relationships within a diverse, multicultural environment.
Desirable Requirements
- Experience managing stakeholder communications across internal teams and external contacts.
- Previous experience working within an international organisation or multicultural environment.
- Experience in business management and operational support.
- Experience coordinating complex international travel arrangements, including multi-leg itineraries and time zone differences.
Desired Skills:
- Communication skills
- Attention to detail
- IT proficiency
