Description:
Job Specification: Executive Assistant - Front-of-House & Office Administration
Location: Johannesburg, South Africa
Employment Type: Permanent, Full-Time
Compensation: Competitive
About Our Client: Our client is a prominent, employee-owned asset management firm celebrating 17 years of strong growth in 2025 . They manage over R66 billion in assets under management (AUM) and are committed to excellence and transformation . With offices in major financial hubs including Johannesburg, their 40-person team of investment professionals delivers specialist South African, African, and global strategies . They are a purpose-driven organization, fostering a culture rooted in client focus and diversity, with over 50% Black and 40% women staff . Join them to contribute to their continued growth and success .
Role Overview: Our client is seeking an experienced Executive Assistant: Front-of-House & Office Administration to join their Johannesburg office . This pivotal role serves as the initial point of contact for clients and visitors, ensuring a welcoming and professional atmosphere . You will provide high-level administrative support to a Director and their team . Key responsibilities include managing front-of-house operations, coordinating complex global travel, overseeing office functions, and assisting with compliance and client service tasks . The ideal candidate is mature, confident, proactive, and possesses a "can-do" attitude, with the ability to manage multiple priorities independently in a dynamic environment .
Key Responsibilities:
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Executive Support: Manage the Director's diary, prepare correspondence, print and bind documents, book couriers/taxis, reserve meeting rooms, and provide team assistance as needed .
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Travel Coordination: Collaborate with the Cape Town-based executive assistant to arrange intricate local and global travel itineraries, including flights, accommodation, transfers, and visa applications for multi-time-zone business trips .
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Meeting Coordination: Organize logistics for internal and external meetings (in-person, video, audio, telepresence), ensuring seamless execution across different time zones .
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Front-of-House Duties: Manage reception and the switchboard, greet clients and visitors, handle calls professionally, and relay accurate, timely messages .
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Office Management: Oversee office procurement (stationery, supplies), maintain a tidy and professional workspace, and coordinate with building management for maintenance .
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Client and Compliance Support: Maintain client meeting schedules, compile and distribute meeting packs, process incoming/outgoing documentation (local/international couriers), and assist with credit card expense reconciliations .
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System Updates: Update Salesforce with contacts and meeting notes from the Business Development team . Update website and other platforms, including factsheets and commentary, on a monthly and quarterly basis . Assist with updating monthly PowerPoint presentations .
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IT Coordination: Liaise with the IT department to resolve issues and ensure new joiner setups comply with company protocols .
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Proactive Problem-Solving: Anticipate challenges across time zones, ensuring smooth operations and timely task delivery .
Requirements:
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Executive Support: Manage the Director's diary, prepare correspondence, print and bind documents, book couriers/taxis, reserve meeting rooms, and provide team assistance as needed .
-
Travel Coordination: Collaborate with the Cape Town-based executive assistant to arrange intricate local and global travel itineraries, including flights, accommodation, transfers, and visa applications for multi-time-zone business trips .
-
Meeting Coordination: Organize logistics for internal and external meetings (in-person, video, audio, telepresence), ensuring seamless execution across different time zones .
-
Front-of-House Duties: Manage reception and the switchboard, greet clients and visitors, handle calls professionally, and relay accurate, timely messages .
-
Office Management: Oversee office procurement (stationery, supplies), maintain a tidy and professional workspace, and coordinate with building management for maintenance .
-
Client and Compliance Support: Maintain client meeting schedules, compile and distribute meeting packs, process incoming/outgoing documentation (local/international couriers), and assist with credit card expense reconciliations .
-
System Updates: Update Salesforce with contacts and meeting notes from the Business Development team . Update website and other platforms, including factsheets and commentary, on a monthly and quarterly basis . Assist with updating monthly PowerPoint presentations .
-
IT Coordination: Liaise with the IT department to resolve issues and ensure new joiner setups comply with company protocols .
-
Proactive Problem-Solving: Anticipate challenges across time zones, ensuring smooth operations and timely task delivery .
-
A minimum of 10 years' experience as an Executive Assistant or a similar role, with significant experience in a professional services firm (financial services preferred) .
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Proven expertise in organizing complex global and local travel arrangements, including itineraries, visas, and logistics .
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Experience managing front-of-house duties, including switchboard operation and client interactions .
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Familiarity with financial services or asset management environments is highly desirable .
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Ability to work independently, accurately, and timeously across multiple concurrent tasks .
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Comfortable supporting a large team across Johannesburg, Cape Town, and London time zones, collaborating with a Cape Town-based executive assistant .
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Advanced Microsoft Outlook: Expertise in complex diary management and scheduling .
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Proficient in Microsoft Office: Strong skills in Word, Excel, and PowerPoint for document preparation and presentations .
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Communication: Excellent interpersonal skills, clear and concise in verbal and written communication .
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Organization: Strong organizational skills with high attention to detail .
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Proactivity: Ability to anticipate issues, think quickly, and use initiative .
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Relationship-Building: Skilled at fostering professional relationships across all levels .
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Confidentiality: Discretion in handling sensitive matters, adhering to POPIA and client confidentiality standards .
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Composure: Calm and professional under pressure, with strong gatekeeping skills .
Experience & Requirements:
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A minimum of 10 years' experience as an Executive Assistant or a similar role, with significant experience in a professional services firm (financial services preferred) .
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Proven expertise in organizing complex global and local travel arrangements, including itineraries, visas, and logistics .
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Experience managing front-of-house duties, including switchboard operation and client interactions .
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Familiarity with financial services or asset management environments is highly desirable .
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Ability to work independently, accurately, and timeously across multiple concurrent tasks .
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Comfortable supporting a large team across Johannesburg, Cape Town, and London time zones, collaborating with a Cape Town-based executive assistant .
System Skills:
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Advanced Microsoft Outlook: Expertise in complex diary management and scheduling .
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Proficient in Microsoft Office: Strong skills in Word, Excel, and PowerPoint for document preparation and presentations .
Personal Attributes:
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Communication: Excellent interpersonal skills, clear and concise in verbal and written communication .
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Organization: Strong organizational skills with high attention to detail .
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Proactivity: Ability to anticipate issues, think quickly, and use initiative .
-
Relationship-Building: Skilled at fostering professional relationships across all levels .
-
Confidentiality: Discretion in handling sensitive matters, adhering to POPIA and client confidentiality standards .
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Composure: Calm and professional under pressure, with strong gatekeeping skills .
Why Join Our Client? Be part of a purpose-driven team with a track record of significant growth . Work in an inclusive, employee-owned firm committed to transformation . Contribute to a close-knit team of investment professionals delivering specialist investment services . Thrive in a fast-paced, professional environment where your organizational skills and proactive mindset directly support the mission of delivering superior risk-adjusted returns .