Hybrid Executive Assistant at RecruitMyMom

Job Description

• A prominent organisation in the renewable space is seeking a highly skilled part-time Executive Assistant to provide high-level administrative, diary, and coordination support to the Chief Operating Officer (COO). This position is pivotal in ensuring executive efficiency, with the potential to extend support to the broader C-Suite as the scope of work evolves. This is a hybrid working role requiring a Gauteng-based professional to allow for in-office requirements, starting with training on-site, offering initial part-time hours with the potential for expansion. Hours: Monday, Wednesday and Friday 09h00-11h00. Initially, starting on 6 hours per week potentially working up towards 30 hours per week if required.
• The successful candidate will act as a central point of coordination, managing complex logistics and scheduling to allow leadership to focus on strategic priorities. 

Key Responsibilities

• Executive Diary and Calendar Management: Administer the COO’s schedule by prioritising and rescheduling appointments to optimise time management.
• Conflict Resolution: Proactively identify and resolve scheduling overlaps at least two weeks in advance to minimise disruptions.
• Strategic Time Blocking: Ensure the diary balances meetings with dedicated focus time and adequate preparation periods.
• Meeting Coordination: Organise virtual and in-person sessions, including room bookings, catering, and equipment logistics.
• Stakeholder Engagement: Liaise with internal and external stakeholders to confirm objectives, attendees, and meeting requirements.
• Travel and Logistics: Manage end-to-end travel arrangements (flights, accommodation, and transport) for the COO and the broader executive team.
• Onboarding Support: Coordinate short-term accommodation and travel profiles for new joiners and visiting guests in line with company policy.
• Administrative Excellence: Provide ad-hoc support for executive tasks while maintaining the highest levels of confidentiality and professional discretion.
• Collaboration: Work closely with the Business Support Manager to ensure seamless handovers and alignment with organisational standards.

Requirements

• National Senior Certificate is essential.
• 5–8 years of experience as an Executive Assistant, Virtual Assistant, or in a senior administrative capacity.
• Proven track record of supporting C-Suite or senior leadership teams.
• Demonstrated expertise in managing intricate executive calendars.
• Experience organising multi-leg travel itineraries.
• Ideally based in Gauteng or near Pretoria to facilitate hybrid needs.

Preferred Qualifications

• A relevant tertiary qualification in Business Administration or Office Management.
• Prior experience in a fast-paced corporate environment.

Required Software Skills

• Microsoft Outlook (Advanced)
• Microsoft Teams
• Microsoft Office Suite (Word, Excel, PowerPoint)