Half-day Executive Assistant at RecruitMyMom

Job Description

• Operating within an established and highly structured investment management environment, this position supports operational excellence through the execution of comprehensive administrative, logistical, and coordination workflows. Serving as an active operational anchor rather than a passive administrator, the successful candidate will drive efficiency across the distribution and partner relations divisions, ensuring a professional, high-quality experience for all external stakeholders.
• Reporting directly to the Head of Partner Group, this role collaborates closely with the investment specialist team to manage day-to-day administrative demands, proactively resolving bottlenecks before they impact delivery. The position is based at the Cape Town office and is ideal for an organised, responsive professional who maintains absolute composure under pressure and takes full ownership of tasks from conception to completion.

Key Responsibilities

• Administrative Operations Management: Provide high-impact daily support to the distribution and partner relations teams, taking ownership of operational and ad-hoc administrative tasks to allow specialist teams to focus on strategic priorities.
• Diary and Meeting Coordination: Optimise complex team calendars, schedule internal and external meetings, coordinate logistical requirements with clients, and proactively resolve scheduling conflicts.
• Stakeholder Correspondence: Prepare detailed meeting agendas, log precise minutes, document follow-up action items, and execute professional follow-up communications with prospects.
• Travel and Logistics Portfolio: Coordinate end-to-end travel logistics for the distribution team, including flights, accommodation, and car hire, ensuring all stakeholders are fully briefed with detailed, calendar-integrated itineraries.
• Event Planning and Execution: Plan, execute, and coordinate client functions, webinars, and team breakaways, managing venue sourcing, catering, supplier liaison, and on-the-day coordination, which may occasionally require after-hours availability.
• Webinar and Virtual Event Management: Manage digital invitations, RSVPs, and follow-up communication pipelines for online events, ensuring smooth technical execution and overseeing the end-to-end issuance of CPD certificates.
• Marketing and Communication Support: Partner with the regional marketing manager to execute content proofing, support the preparation of presentations, maintain standard distribution pitch packs, and source precise data and visuals for performance reporting.

Requirements
Essential Requirements

• Exceptional written and verbal communication skills in English.
• High level of attention to detail with a proven ability to anticipate team needs and take initiative independently.
• Strong interpersonal skills with a collaborative, team-oriented mindset and a professional approach to multitasking under deadline pressure.
• Access to reliable personal transport to facilitate occasional travel and event coordination requirements 

Desirable Requirements

• Linguistic proficiency in Afrikaans.
• Previous administrative or team support experience operating within a financial services or professional corporate environment.
• A relevant tertiary qualification.

Required Software Skills

• Microsoft Excel
• Microsoft Word
• Microsoft PowerPoint
• Adobe Express
• HubSpot
• Asana