Executive Assistant at RecruitMyMom

Job Description

• A proactive and highly organised professional is required to provide comprehensive, dual-level administrative support within a prominent partnerships division of a financial services company. Reporting directly to the division lead, this permanent, full-time role serves as the central operational engine, balancing executive-level personal assistance with broader team coordination and office management. The ideal candidate must be a master of multitasking who is capable of identifying operational efficiencies, steering corporate social initiatives, and maintaining excellent service standards in an evolving corporate landscape.

Key Responsibilities

• Executive & Leadership Support: Proactively manage and coordinate extensive, complex diaries, screen incoming correspondence, and handle high-level gatekeeping duties on behalf of leadership.
• Meeting & Board Administration: Schedule specialised annual reinsurance renewals and board strategy meetings well in advance. Coordinate comprehensive room logistics—including technical equipment setup, layout, and catering, while meticulously recording minutes and tracking action items.
• Advanced Documentation: Manage secure e-signature workflows for confidential documentation, ensuring relevant context and timing are clearly communicated alongside the signature requests. Draft, proofread, and format presentations, reports, and official corporate communications.
• Travel & Itinerary Management: Coordinate complex domestic and international travel itineraries, booking flights, accommodation, visas, and managing on-site logistics for client roadshows and regional strategy sessions.
• Financial Administration: Process and reconcile credit card expenditures, corporate travel expenses, and external vendor invoices for operational needs and team events.
• Culture, Wellbeing & Onboarding: Oversee the team wellness strategy by conducting culture surveys, tracking action plans, organising team-building events, and integrating new team members through profile analysis.
• CSI Leadership: Lead, champion, and coordinate the division's Corporate Social Investment (CSI) initiatives to drive active internal participation.
• Office Coordination: Facilitate "hot desk" setups, manage technical equipment, and act as the core liaison with the internal IT department to resolve technical needs.

Requirements

• Experience: A minimum of 3 years of work experience in a relevant administrative, team assistant, or personal assistant role.
• Education: Grade 12 (Matric) qualification is essential.
• Core Competencies: Exceptional written and verbal communication skills, financial acumen for handling expense reconciliations, and a meticulous eye for detail.
• Professional Attributes: Utmost discretion when dealing with confidential corporate records, a "make it happen" attitude, and the confidence to interface with brokers, senior external clients, and internal business pillars.

Preferred Qualifications

• A relevant tertiary qualification is preferred.
• Proven experience handling international corporate travel logistics and visa arrangements.

Required Software Skills

• Advanced Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• SharePoint
• Digital E-Signature Platforms