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High-Level Administrative Support Specialist

2 weeks ago

Cape Town, Western Cape, South Africa Oasis Crescent Full time

About the Role

We are seeking a highly skilled and experienced Personal Assistant to Executive Leadership to join our team at Oasis Crescent.

Job Description

  • This is an exceptional opportunity for a talented professional to provide comprehensive administrative support to our Executive Director, ensuring seamless day-to-day operations.

Key Responsibilities:

  1. Calendar & Schedule Management: Manage the Executive Director's complex calendar, prioritize urgent matters, schedule appointments, meetings, and travel arrangements with optimal time management and organization.
  2. Correspondence & Communication: Handle incoming and outgoing communications, including emails, calls, and correspondence with professionalism and discretion.
  3. Travel & Event Coordination: Arrange travel, accommodation, and itineraries for domestic and international business trips, as well as organize key events, such as board meetings, client events, and internal team activities.
  4. Document Management: Prepare, review, and organize important documents, presentations, and reports, ensuring accuracy and timeliness.
  5. Event Coordination: Organize internal and external events, client meetings, and team activities with attention to detail and a solutions-oriented approach.
  6. Project Assistance: Provide administrative support for ongoing projects, track project timelines, and ensure deadlines are met with efficiency and effectiveness.
  7. Research and Reporting: Conduct research and prepare reports, presentations, and briefings as needed, gathering market insights to inform strategic decision-making.
  8. Communication Liaison: Serve as a liaison between the Executive Director and internal teams, clients, and stakeholders, facilitating clear communication and collaboration.
  9. Confidentiality & Discretion: Maintain confidentiality of sensitive information and handle high-pressure situations with poise and professionalism.
  10. Task Coordination: Support the Director with various special projects, deadlines, and ad hoc tasks as required, demonstrating adaptability and a proactive approach.
  11. Client Liaison: Act as a liaison between the Executive Director, clients, and other external partners, ensuring timely and effective communication.

Education and Experience

  • A degree or diploma in Business Administration, Legal Studies, or a related field is preferred, with 5+ years of experience in a Personal Assistant or Executive Assistant role, preferably within a legal firm.
  • Familiarity with legal terminology and document preparation is essential.
  • The ability to work outside normal office hours, as needed, to support the Executive Director's schedule and business demands is also required.