Executive Assistant

Job Description

Unleash your potential and join the team redefining the future of administration! 

Who We Are
 
At SmartPA, we don’t just provide support – we transform it. 

Our mission is simple yet bold: to redefine administrative and PA services through innovative thinking, cutting-edge technology and an unrelenting pursuit of excellence. Trusted by global leaders in industries like tech, automotive and retail, we’re the engine behind smarter, more efficient operations. 

With a vibrant, client-focused culture and a team driven by creativity, no two days at SmartPA are ever the same! As we continue to grow rapidly, this is your opportunity to join us on the journey to becoming the most optimised administrative organisation in the world. 

If you’re ready to challenge the status quo and create meaningful impact, we want to hear from you!

Acknowledgement of marketing statement

Key Responsibilities and Skills

What You’ll Do
 
The Centre of Excellence (COE) is the driving force behind SmartPA, where strategy comes to life. As part of this dynamic, client-facing department, you’ll be the heartbeat of our business – delivering high-impact, tailored support to clients daily. 

In the role of Business Support Executive, you’ll play a pivotal role in providing bespoke solutions for a key client account. You’ll tackle real challenges, establish meaningful relationships and make a tangible difference to client success. 

Here's what your day-to-day will look like:
Executive Support

• Providing dedicated EA support to senior stakeholders, including complex diary management across multiple stakeholders and time zones, with conflicts prioritised and resolved.
• Planning and booking international travel, including flights, accommodation and ground transport through corporate travel platforms.
• Coordinating internal and external meetings, booking meeting rooms and preparing meeting materials.
• Processing expenses and invoices accurately and on time, working with the finance team.
• Handling ad hoc personal tasks for stakeholders with discretion, judgement and sound prioritisation.

Stakeholder Management and Communication

• Acting as a key point of contact for stakeholders, with extensive email and video call contact with external parties, including entrepreneurs, CEOs, board members and professional advisors.
• Maintaining accurate client and contact records in the client's systems.
• Maintaining strict confidentiality of highly sensitive business, investment and legal information.

Team Support

• Working as part of a wider team of EAs, providing cover and support during peak workloads and absences.
• Coordinating team events, client events, webinars, and year-end functions.
• Supporting with general operational administration such as document formatting, task trackers, file management and other functional support as the role evolves.

Specialist Support (varies by team)

• Supporting investment teams through fast-moving diaries and frequent contact with portfolio company founders and CEOs.
• Compliance process administration, including tracking, reporting and coordinating with internal teams and external providers.
• Legal team administration, including document management, meeting support and maintaining accurate, confidential records.
• Value Add support, including client in-person events and webinars, senior advisor support and CRM contact updates.

Team Development

• As the first member of the SmartPA team on this new client account, helping shape ways of working, documenting processes and onboarding new team members as the team grows.

Continuous Improvement & Innovation

• Identifying opportunities to improve processes and reduce non–value-added activity.
• Contributing ideas on automation and digital tools to work more efficiently.

Skills

We're looking for someone who:

• Is a meticulous organiser with exceptional attention to detail.
• Stays calm under pressure and juggles constantly changing, complex and interlinked diaries.
• Adapts quickly to shifting priorities and unexpected situations with limited guidance.
• Handles every matter with absolute discretion and confidentiality.
• Anticipates challenges and solves problems before they land on their stakeholder's desk.
• Is highly articulate in writing and speech, with a considerate manner as the voice of their stakeholders.
• Is highly responsive and proactive, works autonomously, and collaborates closely with a wider EA team.
• Wants to build a long-term, trusted partnership and is willing to go the extra mile.

Experience

Your experience is key, but your attitude is what sets you apart.

Essential:

• Minimum 2 years' proven experience as an Executive Assistant or PA supporting senior executives and multiple stakeholders (Director, Partner or C-suite level).
• Proven complex diary management across multiple time zones, and end-to-end international travel planning and booking.
• Advanced proficiency in Microsoft Office, including Outlook, Word, Excel, PowerPoint and Teams.
• Excellent written and spoken English.
• Demonstrated discretion and sound judgement handling highly confidential information.
• Experience working in a fast-paced, evolving environment with competing priorities.

Desirable:

• EA experience in private equity, investment, finance, consulting, legal or professional services.
• Experience leading, mentoring or onboarding other EAs or administrators, or ambition to grow into a Team Lead role.
• Experience supporting legal or compliance teams.
• Experience with expense and travel platforms (e.g. Expensify, Amex GBT), CRM systems (e.g. Salesforce) and e-signature tools (e.g. DocuSign).
• Experience providing remote or virtual executive support.
• Experience coordinating corporate events, webinars or board and committee meetings.
• Practical use of AI tools to streamline drafting, scheduling or admin tasks.

Work Remotely

Yes

Salary

R200,000 - 400,000 (depending on experience)

Schedule

Full time, 37.5 hours per week

Monday - Friday

Your working hours will be 2:00pm to 10:30pm (UK time), aligned to cover the 9:00am to 5:30pm (EST) business day. Time currently 4:00pm to 12:30am (SAST).

Job Type

Permanent, full-time

What's in it for you?

At SmartPA, we believe in rewarding talent and supporting your growth:

• Competitive salaries
• Yearly bonuses: based on company, department and individual performance
• Flexitime initiative: work when you're most productive (core hours 10am - 4.30pm)
• 33 day annual leave
• Department incentives
• Employee Assistance Programme

How did you hear about this vacancy?

How to Apply

Our Recruitment Process

Please submit your CV along with a cover letter outlining how your skills, experience and achievements align with the essential requirements of the role.

Throughout the recruitment process, we will assess candidates against the key competencies and responsibilities outlined in the job profile.

The selection process consists of two interview stages and skills testing.

Please note: we receive a high volume of applications so sometimes it can take us a little longer to get in touch. We welcome enquiries to our recruitment@smart-pa.com inbox.

About us

SmartPA delivers world-class, human-centred, tech-enabled PA and business support to organisations of all sizes across the globe.

By combining smart systems, streamlined processes and exceptional people, we help our clients accelerate their growth and scaling plans. From ambitious SMBs to global corporations, our client portfolio includes organisations such as Google, Simmons & Simmons and Convex Insurance, all of whom rely on us as a trusted extension of their teams.

We pride ourselves on delivering a service that is professional, proactive and dependable - but what truly sets us apart is our people. Our team is ambitious, supportive and passionate about what we do, and many of our colleagues have built long-term careers with us from a wide range of professional backgrounds.

As a female-founded business built on collaboration, trust and shared success, we champion career development, flexible working and meaningful progression. We believe in creating an environment where people feel supported, valued and empowered to grow.