Executive Office Co-ordinator

Executive Office Cooridinator

Location: Cape Town (Hybrid)

Employment Type: Full-Time

Travel : May be Required

About the Role

Silver Fox Associates is seeking an exceptional Executive Assistant to support the Chairman while providing executive and operational support to the Executive Leadership Team.

This is a dynamic role for someone who thrives in a fast-paced, entrepreneurial environment. You will be responsible for ensuring the Chairman and executive team operate efficiently by managing schedules, coordinating meetings, preparing high-quality documentation, organising travel, supporting company operations and providing administrative leadership across the business.

No two days will be the same. We are looking for someone who enjoys variety, takes ownership, anticipates needs before they arise and is comfortable supporting a growing international technology business.

Key ResponsibilitiesExecutive Support

• Provide comprehensive executive support to the Chairman.
• Manage complex calendars, appointments and scheduling across multiple time zones.
• Coordinate meetings with clients, investors, partners and executives.
• Screen, prioritise and manage incoming communications.
• Prepare correspondence, reports, presentations and briefing papers.
• Manage confidential and commercially sensitive information with absolute discretion.

Executive Leadership Team Support

• Coordinate Executive Leadership Team meetings.
• Prepare meeting agendas and supporting documentation.
• Attend meetings and produce accurate minutes and action registers.
• Monitor follow-up actions and ensure deadlines are met.
• Coordinate Board and executive documentation.
• Support strategic planning sessions and workshops.

Documentation Management

• Create, edit, format and maintain professional business documentation.
• Prepare proposals, reports, policies, presentations and executive papers.
• Maintain document version control and filing structures.
• Ensure consistency of branding and document quality.
• Assist in preparing documents for investors, customers and partners.
• Manage electronic document repositories and collaboration platforms.

Travel & Event Coordination

• Arrange domestic and international travel.
• Coordinate flights, accommodation, visas and travel itineraries.
• Organise executive meetings, conferences and company events.
• Prepare detailed travel packs and schedules.
• Manage travel budgets and expense reconciliation.

Research & Project Support

• Conduct business, market and industry research.
• Gather information for executive reports and presentations.
• Assist with special projects and strategic initiatives.
• Support proposal development and tender submissions.
• Coordinate information across multiple business functions.

Office & Property Coordination

• Coordinate the day-to-day management of company properties and executive residences used for business purposes.
• Arrange cleaning, maintenance and repairs.
• Coordinate suppliers, contractors and service providers.
• Ensure properties are prepared for executive visits, meetings and guests.
• Manage office supplies, refreshments and general facilities requirements.
• Assist with hospitality arrangements for visitors and executives.

Business Operations Support

• Assist with onboarding new employees and contractors.
• Coordinate company records and administrative systems.
• Support procurement and supplier administration.
• Assist with internal communications and company events.
• Provide general administrative support across the Executive Leadership Team.
• Take ownership of ad hoc projects and operational tasks as required.

Skills & Experience

Essential:

• Minimum of five years' experience as an Executive Assistant supporting senior executives or directors.
• Previous experience in a technology, IT, professional services or high-growth business.
• Organisational and time management skills.
• Good written and verbal communication skills.
• Strong document formatting and presentation skills.
• Experience coordinating executive travel and complex diaries.
• Experience preparing professional meeting minutes and executive documentation.
• Ability to manage multiple competing priorities with minimal supervision.
• Excellent attention to detail.
• High level of professionalism, discretion and confidentiality.

Desirable:

• Experience working within a startup or scale-up environment.
• Familiarity with project management tools such as Microsoft Planner, Monday.com, Asana or similar.
• Experience using SharePoint and cloud-based document management systems.
• Experience supporting geographically dispersed or international teams.
• Exposure to governance, compliance or corporate administration.

Personal Attributes

The successful candidate will be:

• Highly organised and exceptionally reliable.
• Calm under pressure and able to manage changing priorities.
• Proactive and able to anticipate executive needs.
• Flexible and willing to assist wherever required.
• Professional, polished and confident when interacting with senior stakeholders.
• Comfortable working independently while collaborating effectively with a diverse team.
• A strong communicator with excellent interpersonal skills.
• Technically confident and quick to learn new systems.
• Resourceful, solutions-focused and able to work with limited direction.
• Committed to delivering work of the highest quality.

What We Offer

This is an opportunity to become part of the founding team of an ambitious international technology business.

You will work closely with the Chairman and Executive Leadership Team, gaining exposure to strategic decision-making, international business development and the growth of a global organisation. If you enjoy variety, taking ownership and making a meaningful contribution to a growing business, we would love to hear from you.

Apply

Please submit your CV together with a cover letter explaining why you are interested in the role and describing your experience supporting senior executives in fast-paced business environments. [email protected]

Pay: R12 500,00 - R25 000,00 per month

Work Location: Hybrid remote in Cape Town, Western Cape