Junior Executive Assistant

1 week ago

City of Cape Town, South Africa VHRS Full time
The Company: Embark Beyond Travel
Role Name: Junior Executive Assistant
Hours of work: 8 hours per day – hours must be flexible. Sometimes on EST sometimes in your time zone, depending on the agent

Role Summary:
You will provide high-level administrative support to the Founders and other senior team members. Reporting directly to the Founders/CEOs, you will maintain a one-on-one working relationship, serving as a liaison between team members. Your responsibilities will include organizing and coordinating internal and external communications and leading special projects. The ideal candidate should be creative and enjoy working in an entrepreneurial environment, with the ability to exercise good judgment in diverse situations, alongside strong written and verbal communication, administrative, and organizational skills. Balancing multiple priorities realistically is essential.

Key Responsibilities
- Support all business functions/operations including HR, Billing/Invoicing/Collections, Payroll, Campaign Reporting, and employee onboarding.
- Manage sensitive matters with high confidentiality and discretion, especially decisions impacting company operations.
- Sustain a daily calendar of meetings and events.
- Prepare presentations, agendas, reports, and special projects using Microsoft/Apple tools to support organizational objectives.
- Arrange travel and accommodations for Founders.
- Exhibit excellent communication and time management skills with a proven ability to meet deadlines.
- Function effectively in a high-paced environment; perform additional duties as assigned by team leaders.
- Complete ad hoc projects as assigned.
- Be responsive to emails, texts, and phone calls outside normal business hours.
- Identify and solve problems proactively.

Requirements
- Previous experience in operations and service/support roles is required.
- Experience working with external stakeholders, including clients, customers, and partners.
- Familiarity with bookkeeping, especially QuickBooks, is preferred.
- Proven experience with tools such as Google Workspace, Slack, PowerPoint/InDesign, and Excel.

Key Qualities:
1. Exceptional communication skills: Ability to communicate effectively with vendors, partners, customers, and internal teams.
2. Fast motor: Adaptable to the fast-moving nature of the organization, prioritizing smart, efficient work.
3. Problem-solving skills: Capability to investigate and find solutions to business tasks and issues.
4. Curiosity and desire to learn: Willingness to learn the language and core tenets necessary for success in the role.
5. Great organizational skills: Ability to maintain structure in a dynamic work environment.
6. Tech-savviness: Proficient in navigating tools for managing the customer base and proactive in suggesting enhancements (Google, Slack, Facebook for Business, etc.).
7. Resiliency: Maintains composure under pressure when facing challenges.
8. Strong people skills: Treats others with respect and kindness.
9. Joy in making improvements: Finds satisfaction in optimizing processes and systems.
10. Previous experience in finance or math skills: Considered a plus.

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