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Executive Personal Assistant

4 weeks ago

Cape Town, Western Cape, South Africa Oasis Full time

Join to apply for the Executive Personal Assistant role at Oasis Crescent.

Job title: Executive Personal Assistant
Job Location: Western Cape, Cape Town
Deadline: April 14, 2025

Job Overview

The Executive Personal Assistant will serve as a key partner to the Executive Director, providing comprehensive administrative support to ensure smooth day-to-day operations. You will manage complex schedules, facilitate communication, and coordinate critical business activities. This role requires a high level of discretion, attention to detail, and the ability to navigate a fast-paced and ever-evolving financial services environment.

Key Responsibilities
  • Manage the Executive Director's complex calendar, prioritize urgent matters, schedule appointments, meetings, and travel arrangements ensuring optimal time management and organization.
  • Handle incoming and outgoing communications, including emails, calls, and correspondence.
  • Arrange travel, accommodation, and itineraries for both domestic and international business trips. Organize key events, including board meetings, client events, and internal team activities.
  • Prepare, review, and organize important documents, presentations, and reports. Proofread legal documents and correspondence, ensuring accuracy and timeliness.
  • Organize internal and external events, client meetings, and team activities.
  • Assist with ongoing projects by providing administrative support, tracking project timelines, and ensuring deadlines are met.
  • Conduct research and prepare reports, presentations, and briefings as needed. Gather market insights to assist with strategic decision-making, including analysis and industry trends.
  • Serve as a liaison between the Executive Director and internal teams, clients, and stakeholders.
  • Maintain confidentiality of sensitive information and handle high-pressure situations with discretion.
  • Support the Director with various special projects, deadlines, and ad hoc tasks as required.
  • Act as a liaison between the Executive Director, clients, and other external partners, ensuring communication is clear and timely.
Education
  • A degree or diploma in Business Administration, Legal Studies, or a related field is preferred.
Experience And Skills
  • 5+ years proven experience as a Personal Assistant, Executive Assistant, or in a similar administrative role within a legal firm, demonstrating a strong understanding of legal terminology and document preparation.
  • Flexible and able to work outside of normal office hours, as needed, to support the Executive Director's schedule and business demands.
  • Exceptional typing skills, with the ability to produce accurate documents quickly and efficiently.
  • Excellent organizational and time-management skills, with the ability to manage competing priorities.
  • Ability to handle multiple priorities and work well under pressure.
  • Strong communication skills, both verbal and written, with the ability to represent the Executive Director professionally and to interact professionally with senior executives, clients, and stakeholders.
  • Proficiency in MS Office Suite (Word, Excel, PowerPoint), and project management software and legal software platforms (preferred).
  • Strong problem-solving skills and a proactive, solutions-oriented approach.
  • Strong attention to detail with the ability to anticipate needs and resolve issues proactively.
  • Discreet, professional, and able to manage confidential information with integrity.
  • Excellent interpersonal skills and the ability to work collaboratively with various teams.
  • Ability to work effectively under pressure and adapt to changing priorities.
Seniority level

Mid-Senior level

Employment type

Full-time

Job function

Administrative

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