Executive Assistant - Front-of-House & Office Administration | Johhanesburg

Job Specification: Executive Assistant - Front-of-House & Office Administration Location: Johannesburg, South Africa Employment Type: Permanent, Full-Time Compensation: Competitive About Our Client: Our client is a prominent, employee-owned asset management firm celebrating 17 years of strong growth in 2025 . They manage over R66 billion in assets under management (AUM) and are committed to excellence and transformation . With offices in major financial hubs including Johannesburg, their 40-person team of investment professionals delivers specialist South African, African, and global strategies . They are a purpose-driven organization, fostering a culture rooted in client focus and diversity, with over 50% Black and 40% women staff . Join them to contribute to their continued growth and success . Role Overview: Our client is seeking an experienced Executive Assistant: Front-of-House & Office Administration to join their Johannesburg office . This pivotal role serves as the initial point of contact for clients and visitors, ensuring a welcoming and professional atmosphere . You will provide high-level administrative support to a Director and their team . Key responsibilities include managing front-of-house operations, coordinating complex global travel, overseeing office functions, and assisting with compliance and client service tasks . The ideal candidate is mature, confident, proactive, and possesses a "can-do" attitude, with the ability to manage multiple priorities independently in a dynamic environment . Key Responsibilities: Executive Support: Manage the Director's diary, prepare correspondence, print and bind documents, book couriers/taxis, reserve meeting rooms, and provide team assistance as needed . Travel Coordination: Collaborate with the Cape Town-based executive assistant to arrange intricate local and global travel itineraries, including flights, accommodation, transfers, and visa applications for multi-time-zone business trips . Meeting Coordination: Organize logistics for internal and external meetings (in-person, video, audio, telepresence), ensuring seamless execution across different time zones . Front-of-House Duties: Manage reception and the switchboard, greet clients and visitors, handle calls professionally, and relay accurate, timely messages . Office Management: Oversee office procurement (stationery, supplies), maintain a tidy and professional workspace, and coordinate with building management for maintenance . Client and Compliance Support: Maintain client meeting schedules, compile and distribute meeting packs, process incoming/outgoing documentation (local/international couriers), and assist with credit card expense reconciliations . System Updates: Update Salesforce with contacts and meeting notes from the Business Development team . Update website and other platforms, including factsheets and commentary, on a monthly and quarterly basis . Assist with updating monthly PowerPoint presentations . IT Coordination: Liaise with the IT department to resolve issues and ensure new joiner setups comply with company protocols . Proactive Problem-Solving: Anticipate challenges across time zones, ensuring smooth operations and timely task delivery . Experience & Requirements: A minimum of 10 years' experience as an Executive Assistant or a similar role, with significant experience in a professional services firm (financial services preferred) . Proven expertise in organizing complex global and local travel arrangements, including itineraries, visas, and logistics . Experience managing front-of-house duties, including switchboard operation and client interactions . Familiarity with financial services or asset management environments is highly desirable . Ability to work independently, accurately, and timeously across multiple concurrent tasks . Comfortable supporting a large team across Johannesburg, Cape Town, and London time zones, collaborating with a Cape Town-based executive assistant . System Skills: Advanced Microsoft Outlook: Expertise in complex diary management and scheduling . Proficient in Microsoft Office: Strong skills in Word, Excel, and PowerPoint for document preparation and presentations . Personal Attributes: Communication: Excellent interpersonal skills, clear and concise in verbal and written communication . Organization: Strong organizational skills with high attention to detail . Proactivity: Ability to anticipate issues, think quickly, and use initiative . Relationship-Building: Skilled at fostering professional relationships across all levels . Confidentiality: Discretion in handling sensitive matters, adhering to POPIA and client confidentiality standards . Composure: Calm and professional under pressure, with strong gatekeeping skills . Why Join Our Client? Be part of a purpose-driven team with a track record of significant growth . Work in an inclusive, employee-owned firm committed to transformation . Contribute to a close-knit team of investment professionals delivering specialist investment services . Thrive in a fast-paced, professional environment where your organizational skills and proactive mindset directly support the mission of delivering superior risk-adjusted returns .

Location: Gauteng, Gauteng, ZA

Posted Date: 8/15/2025