Introduction

Cape Town | Financial Services | Investment & Information Systems

A leading investment firm is seeking a highly capable Executive Assistant to support the Chief Operating Officer and Information Systems function within a fast-paced, technology-driven investment environment.

This role requires a mature, highly organised professional who can operate seamlessly across executive leadership, IT management, and operational teams.

The successful candidate will play a central coordination role within the executive office, ensuring effective communication, prioritisation, and execution across business and technology functions.

Key Performance Areas / Job Responsibilities:

Manage and maintain the Executive’s diary, setup and arrange meetings, liaise with internal and external parties requiring ad hoc audience with the Executive.
Ensure that preparation has been made for all meetings:
Meeting notes / packs / documents have been received well in advance
Time has been scheduled for preparation.
Filter emails, highlight urgent correspondence and print attachments.
Ensure busy diary commitments, papers, and travel arrangements are managed effectively.
Manage a daily folder with diary, necessary papers, reports and memoranda for immediate attention.
Conduct weekly diary meetings with the Executive to discuss upcoming engagements, invitations and other requests.
Schedule meetings, on behalf of the Executive, between him and his direct reports and the committees and groups to which he is a member.
Coordinate travel and accommodation requirements in connection with others.
Filter general information, queries, phone calls and invitations to the Executive by redirecting.
Ensure that the Executive is fully prepared for all engagements.
Keep and maintain an accurate record of papers, notes and electronic correspondence.
Prepare business correspondence on behalf of the Executive, including the drafting of general replies and the taking of dictation.
Minute general meetings as required and research matters on behalf of the Executive.
Maintain a detailed electronic and hard copy filing system.
Ensure guests meeting with the Executive are assisted and their needs addressed.
Provide a service that is in line with the Executive’s work habits and preferences.
Ensure that the calendar for the year ahead is comprehensively planned with the Executive covering daily / weekly / monthly and quarterly meetings.
Ensure all deadlines are met and formally escalated to the Executive.
Responsible to ensure that proper electronic recordings, action points, and signed minutes are produced and saved/filed in the Executive’s records.
It is important to ensure that there is strict adherence to deadlines, and accountability to ensure that all standing information is required by the Executive on deadline.
Attend to personal matters of the Executive in the strictest confidence.

Desired Experience & Qualification

Requirements

Minimum 5+ years’ experience in an Executive Assistant / Personal Assistant role
Proven experience supporting senior executives (COO, CIO, CTO or IT Director)
Exposure to IT, Information Systems, or technology-driven environments
Strong organisational, coordination, and planning capability
Excellent communication and stakeholder management skills
High level of professionalism, discretion, and corporate maturity

Ideal Candidate

Operationally strong and highly structured
Comfortable working across executive and technical teams
Technologically literate and confident in IT environments
Proactive, calm under pressure, and detail-oriented
Highly polished with strong corporate presence
Able to manage competing priorities in a fast-paced environment

Financial services experience advantageous

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