Executive Assistant

1 day ago

Cape Town, Western Cape, South Africa The Legends Agency Full time

Executive Assistant

Support a dynamic US-based leadership team across multiple utility and construction entities

Remote from South Africa | R R35 000 | Full-time | US hours (PST)

About Our Client

Our client operates a group of companies within the construction, utilities, and infrastructure services space. With a multi-entity structure and a national footprint, the business supports complex field operations, strategic planning, and leadership functions across the United States. The company is fast-paced, collaborative, and impact-driven,  ideal for individuals who thrive in high-performance environments.

The Role: Executive Assistant

This is a high-level administrative support role to the CEO, COO, CFO, and other senior executives. The Executive Assistant will manage calendars, coordinate complex travel, and support cross-departmental operations across multiple time zones and business units. This role requires exceptional organizational skills, discretion, and the ability to operate independently in a demanding, fast-moving environment.

Key Responsibilities

  • 3-5 years of experience as an Executive Assistant or in a high-level administrative role
  • Provide daily executive support, including drafting communications, handling confidential information, and preparing reports and presentations
  • Manage dynamic executive calendars across time zones and resolve scheduling conflicts
  • Coordinate and book international travel, including detailed itineraries and real-time adjustments
  • Facilitate cross-company scheduling and operational meetings across several business entities
  • Support compliance tracking, onboarding coordination, and employee communications
  • Prepare agendas, take meeting minutes, and manage follow-up actions
  • Plan company events, leadership offsites, and staff functions
  • Maintain digital and physical filing systems, office supply processes, and vendor coordination
  • Use Microsoft Office 365, Teams, Outlook, SharePoint, and ERP systems for task execution and workflow management

About You

  • 3-5 years' experience in an Executive Assistant or senior administrative support role
  • Proven experience managing executive calendars and complex travel logistics
  • Strong written and verbal communication skills with a high level of professionalism
  • Highly organized, detail-oriented, and capable of handling multiple priorities
  • Discretion and sound judgment in handling confidential matters
  • Proficiency in Microsoft Office Suite, SharePoint, Teams, and Outlook
  • Experience using ERP or project management systems
  • Background in construction, utilities, or multi-entity environments preferred
  • Comfortable working US hours (PST: Monday - Friday, 8 am - 5 pm)
  • Must be South Africa-based and fluent in English with a neutral or no accent
  • Proactive, calm under pressure, and able to anticipate executive needs independently

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