Executive Assistant at CLS Human Capital Specialists

Job Description

• Vacancy: Executive Assistant

Introduction:

• An exciting full-time opportunity has opened for an Executive Assistant to join one of our clients.
• This role is ideal for a proactive and detail-oriented professional who thrives in a fast-paced, executive-level environment.
• The successful candidate will provide high-level support to executive leadership, ensuring smooth administration of internal systems, financial processes, personal administration tasks, and executive scheduling.
• This role demands professionalism, confidentiality, and a strong ability to coordinate and communicate across various stakeholders locally and internationally.

Job Purpose:

• To provide comprehensive administrative, financial, and executive support across multiple business functions.
• The incumbent will anchor critical administrative routines, manage internal data and meeting coordination, facilitate accurate financial reporting, and support both personal and professional responsibilities of the executive.

REQUIREMENTS

Minimum education (essential):

• National Senior Certificate
• A relevant degree or diploma will be advantageous

Minimum applicable experience (years):

• 7–10 years in an Executive Assistant or similar senior administrative role

Required nature of experience:

• Executive diary and travel coordination
• Office and facilities administration
• Financial process support (invoicing, reporting, budget coordination)
• Strong stakeholder communication (locally and internationally)
• Event and meeting logistics
• Data entry and system administration (CRM or app-based platforms)

Skills and Knowledge (essential):

• Strong verbal and written communication skills
• High proficiency in MS Office Suite (Excel, Word, Outlook)
• Excellent time management and organisational skills
• Strong numeracy and basic financial understanding
• Attention to detail with ability to maintain confidentiality
• Able to take ownership of systems and processes
• Familiarity with CRM systems (advantageous)

Key Responsibilities:

Administrative Support & Data Management:

• Anchor and administer the annual internal calendar, sending invites to relevant members and stakeholders.
• Update and maintain internal platforms and group systems.
• Prepare for monthly meetings and manage boardroom logistics.
• Update and manage data records, including CRM pipeline tracking.
• Coordinate follow-ups and contact lists for executive consultants.
• Manage communication and coordination with international teams.
• Provide admin support across services, projects, and workshops.
• Oversee administrative logistics for seminars, training weeks, and ad hoc events.

Financial Administration:

• Manage monthly routines such as invoicing, payments, and reporting.
• Submit monthly reports to headquarters and oversee license calculations and payments.
• Coordinate monthly payments and communications with consultants.
• Track and compile monthly payment lists and assist with budget processes.
• Liaise with bookkeepers and manage debtors follow-ups.
• Ensure accurate and timely record-keeping and document storage.
• Manage sponsorship agreements and related financial documentation.

Office Administration:

• Liaise with landlords and sub-lessees regarding lease agreements.
• Develop office support systems and collaborate with support services.
• Manage kitchen staff, parking space allocations, and office environment.
• Maintain filing systems and ensure effective record-keeping.
• Foster a professional and welcoming office space.

Executive Personal Administration:

• Manage the executive’s schedule, including business and personal travel.
• Coordinate recurring monthly meetings and internal scheduling.
• Support administration related to trusts, including liaison with auditors and family offices.
• Perform ad hoc tasks and executive support functions as required.

Other:

• Proficient in Afrikaans and English
• Own transport and license

Remuneration Offered

• Market related