RecruitSA

Executive Assistant

• Manage and coordinate executive calendars, including scheduling, rescheduling, and confirming meetings, appointments, and events across multiple time zones.
• Monitor and manage inboxes by prioritising emails, responding professionally on behalf of executives, and ensuring urgent matters are addressed promptly.
• Coordinate local and international travel arrangements, including flights, accommodation, transportation, itineraries, and last-minute changes.
• Prepare, edit, proofread, and organise documents, reports, presentations, proposals, and correspondence with a high level of accuracy and professionalism.
• Track tasks, deadlines, projects, and follow-ups to ensure smooth day-to-day operations and accountability across teams.
• Act as a gatekeeper and first point of contact for internal and external stakeholders, maintaining professional communication at all times.
• Handle confidential and sensitive information with discretion, integrity, and professionalism.
• Provide bookkeeping and administrative support, including invoicing, expense tracking, payment follow-ups, and maintaining accurate records.
• Support operational workflows by creating and maintaining systems, processes, SOPs, and digital filing structures.
• Coordinate virtual meetings, prepare agendas, take meeting notes, and follow up on action items.
• Assist with research, data collection, reporting, and project coordination as required.
• Liaise with clients, suppliers, and team members to ensure tasks and deliverables are completed efficiently.
• Utilise project management and communication tools such as Asana, ClickUp, Slack, Trello, Microsoft Teams, and Google Workspace to maintain workflow and collaboration.
• Anticipate executive needs, solve problems proactively, and ensure nothing falls through the cracks in a fast-paced remote environment.

Personal Assistant