Executive Administrative Assistant

About the Role

This is a dynamic, office-based role for a proactive and highly organised professional who can balance executive support with hands-on project coordination across multiple engagements.

The successful candidate will help ensure smooth day-to-day operations, effective stakeholder communication, disciplined project administration and reliable financial and engagement support. The role requires sound judgement, discretion, resilience and a continuous focus on efficient ways of working.

Key Responsibilities

Executive, Partner and Team Support:

• Provide comprehensive administrative and office support to two Partners and their respective teams.
• Manage complex and sensitive matters professionally, discreetly and confidentially.
• Anticipate requirements, take initiative and represent Partners appropriately when required or during their absence.
• Manage diaries, meeting schedules and occasional correspondence on behalf of Partners.
• Coordinate local and international travel logistics, including transport arrangements, airport shuttles, accommodation details and venue directions.
• Create a positive, collaborative working environment and support team members in a practical and responsive manner.

Project Coordination and Governance:

• Coordinate activities across multiple client engagements, supporting planning, scheduling and delivery of key milestones.
• Maintain project plans, action logs, risk registers, status reports and governance documentation.
• Track progress and proactively follow up on outstanding actions, deliverables and deadlines.
• Organise project meetings, workshops, steering committees and stakeholder engagements.
• Prepare agendas, presentation packs, minutes and action trackers under the guidance of the Project Manager or engagement leadership.
• Maintain accurate project records and ensure documentation aligns with applicable quality, risk and governance requirements.
• Produce regular project status reports and management updates for project leaders and stakeholders.

Financial and Engagement Administration:

• Support invoicing, work-in-progress (WIP) analysis, inter-territory billing, timesheets and expense administration.
• Assist with proposal and engagement administration, including project database uploads and document formatting.
• Support project onboarding, resource scheduling and access requirements for project team members.
• Assist with Risk Management administration for the V&BM team.
• Maintain accurate records and follow up on outstanding financial or engagement administration items.

Meetings, Events and Stakeholder Coordination:

• Coordinate internal staff functions, client events, conferences and seminars.
• Facilitate meeting logistics, capture clear minutes and maintain action trackers.
• Act as a key point of contact across internal and external stakeholders, communicating professionally at all levels.

Candidate Profile:

• Proactive, self-motivated and highly organised, with the ability to work independently and as part of a team.
• Able to understand tasks fully, identify the most appropriate support required and follow through reliably.
• Comfortable managing competing priorities across multiple Partners, teams and projects in a fast-paced environment.
• Resilient and adaptable, with the ability to remain efficient when facing ambiguity, changing priorities or peak workloads.
• Detail-oriented, quality-focused and committed to confidentiality and professional conduct.

Qualifications and Experience:

• Secretarial Diploma or Certificate.
• Five to eight years of experience supporting multiple Directors, Partners or senior leaders and large teams in a similar environment.
• Demonstrated experience in project coordination and administration.
• Strong experience in finance-related administrative functions and reporting.
• Experience with Oracle is advantageous.

Skills and Competencies:

• Executive and personal assistant support.
• Project coordination, planning and scheduling.
• Stakeholder management and professional communication.
• Financial administration and reporting.
• Meeting coordination, facilitation and minute-taking.
• Strong attention to detail, document quality and records management.
• Advanced proficiency in Microsoft Office, Teams, SharePoint and project collaboration tools.
• Ability to manage multiple projects, senior stakeholders and competing priorities simultaneously.

Location and Working Conditions:

• The role is based at the Midrand (Waterfall) offices and requires an office/client-site presence of four days per week to support Partners, project teams, client interactions and operational activities. Working offsite at the client may be required to fully assist the partners.
• Flexibility may be required during peak project periods or to accommodate client and business needs.
• Occasional local travel may be required for project delivery, workshops, team events and client engagements