Executive Support Manager at RecruitMyMom

Job Description

• Delivering high-level executive support to the Partners in a successful financial services firm while overseeing office operations, you will ensure operational excellence across administrative, HR, facilities, and stakeholder engagement functions. The position plays an integral part in maintaining smooth daily activities, coordinating board and committee governance, and supporting key business processes.
• You will manage executive logistics, oversee service provider relationships, and facilitate communication with internal and external stakeholders. The environment requires a structured approach to handle dynamic operational needs, corporate social investment projects, marketing coordination, and compliance administration efficiently.

Key Responsibilities

• Deliver comprehensive executive and personal assistant support to Partners, including diary management, travel logistics, screen calls, and daily administrative needs.
• Prepare meeting venues, boardrooms, refreshments, reports, briefing papers, and board packs with precision and high-quality formatting.
• Lead office and facilities management, maintaining premise cleanliness, managing ICT systems, handling supplier relationships, and overseeing lease agreements or office fit-outs.
• Direct document controller duties by ensuring brand CI standards are maintained across presentations, templates, and reports prior to distribution.
• Coordinate board and committee processes, including calendar management, minute-taking, document consolidation, and timely distribution of board packs.
• Manage transactional HR logistics and employee onboarding, including equipment allocation, statutory file collection, and brand/system training.
• Coordinate staff engagement initiatives, company events, desk drops, and Corporate Social Investment (CSI) projects.
• Oversee marketing activities, including website maintenance, LinkedIn profile updates, contact database administration, external agency coordination, and seasonal communications.
• Manage internal and portfolio Broad-Based Black Economic Empowerment (BEE) certification documents, supplier compliance, and records maintenance.
• Ensure building Occupational Health and Safety Act (OHSA) protocols, quarterly committee attendance, evacuation readiness, and regulatory compliance are maintained.

Essential Requirements

• Business Administration or similar qualification at tertiary level.
• Approximately 8 to 10 years of experience in a similar administrative or office management role.
• Proven experience supporting C-Suite Executives (e.g., CEO and Board level).
• Demonstrated affinity with numbers and commercial/financial acumen.
• Availability to travel and flexibility to work on weekends when required.

Desirable Requirements

• Advanced project and programme management capabilities.
• Experience liaising with external media agencies and managing corporate brand guidelines.
• Required Software Skills
• MS Office (superuser)