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:

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  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.

   

   

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  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.

   

   

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  Meeting Coordination: Organize logistics for internal and external meetings (in-person, video, audio, telepresence), ensuring seamless execution across different time zones.

   

   

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  Front-of-House Duties: Manage reception and the switchboard, greet clients and visitors, handle calls professionally, and relay accurate, timely messages.

   

   

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  Office Management: Oversee office procurement (stationery, supplies), maintain a tidy and professional workspace, and coordinate with building management for maintenance.

   

   

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  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.

   

   

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  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.

   
   
   

   

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  IT Coordination: Liaise with the IT department to resolve issues and ensure new joiner setups comply with company protocols.

   

   

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  Proactive Problem-Solving: Anticipate challenges across time zones, ensuring smooth operations and timely task delivery.