Executive Assistant to Chief Executive Officer

Prefered skills

Calendars, Communication, Management, Executive Administrative Assistance, Leadership, Arranging, Client Coordination, Confidentiality, Budgeting, Human Resources (HR)

Job description

Executive Assistant
Location: Woodstock, Cape Town
Employment Type: Full-Time
Position Overview
The Executive Assistant provides high-level administrative, operational, and strategic support to the partners, Anna and Wayne, who lead the Architecture, Interior Design, and Interior Decor teams. The role focuses on improving efficiency by managing workflows, communication, and administrative processes, while supporting consistent office standards, culture, and performance.
This position requires strong organisational skills, professionalism, and discretion. The Executive Assistant is expected to work proactively, anticipate needs, resolve issues efficiently, and act as a trusted extension of the Practice Principal in a fast-paced design environment.
Key Responsibilities
Executive Administrative Support
Manage the partners calendars, schedules, and daily priorities.
Coordinate meetings, appointments, travel arrangements, and site visits.
Monitor and prioritise incoming communication, immediately flagging any missed or overdue items.
Draft and organise professional correspondence.
Ensure schedules are efficient and the partners are well prepared for all engagements.
Client Coordination
Support client onboarding and related documentation.
Prepare and manage fee proposals and scope of work documents under partner guidance.
Act as a client point of contact when required, ensuring clear and professional communication.
Coordinate client meetings, including logistics, agendas, minutes, and follow-ups.
NB Performance Indicators
Effective management of calendars and communications.
Timely preparation and processing of proposals, SOPs, and documents.
Accurate meeting minutes and prompt follow-up on action items.
Increased workflow efficiency for the partners.
Proactive identification and resolution of issues.
Positive feedback from clients and team members.
Dependable support that allows leadership to focus on strategic priorities.