Executive Support Assistant

Executive Support Assistant

About the Role

We're looking for a motivated and detail-oriented Executive Support (ES) Assistant to provide remote administrative support to senior managers, directors, and partners. In this role, you'll manage a high-touch portfolio of stakeholders, ensuring seamless coordination across scheduling, travel, documents, and events - all while continuously seeking feedback to elevate service delivery.

If you thrive in a fast-paced environment, bring a collaborative mindset, and take pride in delivering consistent, high-quality support, we'd love to hear from you.

What You'll Do

Stakeholder Engagement & Support

• Schedule ad hoc and weekly meetings with stakeholders
• Join calls and meetings, taking and updating action items
• Plan and prepare stakeholders for upcoming engagements
• Act as a tech knowledge partner, assisting with new technology setup and Q&A support

Diary Management

• Coordinate internal and external meetings, including booking rooms and catering
• Prepare pre-meeting documentation
• Monitor attendance/acceptance and manage rescheduling or clashes
• Time-block and protect schedules as required

Travel Coordination

• Identify and clarify travel needs with stakeholders
• Research travel options, manage bookings, and prepare detailed itineraries and transfers
• Manage visa and entry requirements

Document Management

• Support creation of presentations and documents using established templates and brand guidelines
• Prepare clear, complete meeting notes and agendas; escalatte sensitive or complex items as needed
• Collaborate with offshore design teams on slide decks and visual materials, reviewing outputs for accuracy

Event Coordination

• Assist with event logistics: venues, catering, and guest lists
• Gather quotes, confirm bookings, and track RSVPs against budgets and timelines
• Coordinate with external stakeholders on invitations, attendance, and event details

Salesforce & Relationship Management

• Support client relationship research using internal systems and public sources
• Maintain accurate client contact records in Salesforce and support campaign execution

Reporting & Feedback

• Provide weekly activity reports for stakeholders
• Gather stakeholder feedback to drive continuous service improvement

What You Bring

• Matric (or equivalent), plus a bachelor's degree in Business Administration or a related field, OR a diploma/certificate in Office Management, Business Management, or executive secretarial studies
• 3-5 years of experience in executive support, administrative roles, or virtual assistance, with progressive responsibility
• Prior experience working directly with senior executives
• Experience navigating organizational change
• A track record of identifying problems and implementing effective solutions in fast-paced settings
• Strong proficiency in Microsoft Office (Excel, PowerPoint, Word, Outlook), Google Workspace, and related technology
• Excellent written and verbal communication skills
• Advanced organizational, time-management, and problem-solving abilities
• Experience in global business services, shared services, or a back-office support environment

Who You Are

• Detail-oriented and results-driven
• Proactive and solution-focused
• Comfortable working with ambiguity and managing change
• Culturally competent with a global mindset
• High integrity and professional accountability
• Adaptable and flexible in the face of shifting priorities
• Empathetic, self-aware, and an active listener
• A relationship-builder who values inclusion and team well-being