Executive Assistant

Executive Assistant

OVERALL PURPOSE

Provide comprehensive support to the Head of South Africa, who also serves as the Head of Investment Management South Africa, as well as other senior members of the Client Management team. This role also includes collaborating with other Executive Assistants to ensure efficient and professional administrative support for the wider Client Management team across offices.

WORKING RELATIONSHIPS

This role reports to the Head of South Africa, who also serves as the Head of Investment Management South Africa, based in Johannesburg and the new Pretoria office expected to open mid-2026. It involves close collaboration with the wider Investment Client team across offices. Additional key relationships include Stonehage Fleming Executives, the wider Client Management Team in South Africa, client support teams, external service providers, and direct client engagement.

PRINCIPAL ELEMENTS AND ACCOUNTABILITIES

• Diary management (anticipate diary needs and challenges), including meeting organisation and arrangement of business trips.
• Assist in reducing the number of decisions the Partner needs to make daily by consulting with other team members when appropriate.
• Responsible for end-to-end coordination of regular executive and management meetings, including ExCo and other team meetings. Duties include scheduling, preparing and distributing meeting packs, drafting agendas, and recording accurate minutes.
• Prepare for ad hoc meetings, including collating and binding meeting materials, booking rooms, arranging lunches, and issuing invitations.
• Proactively ensure that the manager is fully prepared for meetings, including providing relevant documentation in advance and ensuring timely follow-up on action points.
• Manage timely administration of expenses for the manager and team.
• Maintain absolute confidentiality regarding sensitive personal, financial, and commercial information.
• Draft correspondence on behalf of managers.
• Provide administrative problem-solving and value-add to help free up time for the team.
• Assist with responding to general client queries, e.g., investments, withdrawals, tax, and administration-related queries.
• Coordinate investment trades from initiation to completion, liaising and following up with third-party investment providers (execution team).
• Manage team compliance matters, maintain compliance files, and ensure sufficient information is held to satisfy relevant authorities, including CPD requirements.
• Liaise with designated clients in conjunction with the team on monthly statements, GBI valuations, and selected billing requirements.
• Assist the team to ensure tax reporting is executed as per client requirements.
• Liaise with third-party providers to facilitate scheduling of domestic and international flights and accommodation for staff members.
• Carry out ad hoc duties and undertake projects.
• Provide ad hoc support to the Marketing team, including assistance with client events, invoice and travel administration, on-site coordination, and research related to venues, pricing, and gifting.
• Assist with Social Committee activities.

QUALIFICATIONS AND EXPERIENCE

• Educated to degree level or equivalent.
• Extensive experience as an Executive Assistant, Personal Assistant, or similar role (preferably in the finance industry)

COMPETENCIES AND BEHAVIOURS

• Advanced level in Microsoft Office Suite (including Word, Excel, and PowerPoint).
• Outstanding organisational and time management skills with the ability to prioritise.
• Excellent verbal and written communication skills.
• Discretion and confidentiality.
• Ability to work in a fast-paced environment, meeting tight deadlines.
• Strong attention to detail.
• Ability to work independently as well as in a team.
• Proactive, forward-thinking, and able to use initiative.
• Excellent at building, maintaining, and managing strong relationships across the business.
• Confidence to engage with stakeholders at all levels.
• Able to make decisions, take ownership, and accept accountability.
• Demonstrates drive and enthusiasm for personal development.
• Adhere to and live by the SF and IMSA Team values.