Executive Assistant | Digicall SA BPO – Operations

ROLE SUMMARY

The Executive Assistant will provide comprehensive administrative and logistical support to senior executives based in the UK, ensuring the seamless operation of daily activities within a fast-paced, high-demand environment. This role involves managing a diverse range of tasks to enhance team efficiency, including organising schedules, coordinating meetings, and handling complex travel arrangements. The Executive Assistant will be pivotal in maintaining smooth operational workflows, managing competing priorities, and ensuring that senior team members are equipped to focus on strategic initiatives.

The ideal candidate will be highly organised, detail-oriented, proactive, and adaptable, with a demonstrated ability to thrive in a dynamic, growth-driven environment while supporting a high-performing team.

Please note: This is an office-based role aligned with UK business hours (09:00–18:00 or 10:00–19:00 SA time, depending on daylight savings), with an additional requirement to provide remote after-hours support when needed. The role will observe UK public holidays instead of South African public holidays.

QUALIFICATIONS

• Minimum: B-Degree or Diploma in Business Administration, Management, or a related field is preferred.
• Advantageous: Certified Administrative Professional (CAP) / Project Management certification (e.g., PMP or Prince2).

EXPERIENCE

• Minimum of 5 years’ experience as an Executive Assistant or in a similar administrative/executive support role, ideally within the Investment, Financial Services, or Private Equity sectors.
• Experience supporting senior leadership or managing multiple high-priority tasks and projects simultaneously is highly advantageous.
• Proven experience working across multiple time zones to manage out-of-hours support for senior team members is advantageous.
• Salesforce or equivalent CRM experience: Desirable but not essential.
• Familiarity with Slack and Expensify: Advantageous.

SKILLS & KNOWLEDGE

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook) and virtual meeting platforms (Zoom, Teams, etc.).
• Exceptional written and verbal communication skills (English).
• Working knowledge of managing complex schedules, including coordinating meetings, travel arrangements, and events.
• Proven ability to anticipate needs and proactively find solutions, making sound decisions in high-pressure situations with minimal supervision.
• Customer-oriented mindset, proactively identifying the needs of individuals and teams and providing solutions that align with their goals.
• Working knowledge of project management methodologies and tools (e.g., Asana, Trello, or similar).

RESPONSIBILITIES

Administrative Support 

• Manage the schedules, appointments, and calendar coordination for senior executives.
• Assist in scheduling client calls, expert calls, and internal team catch-ups, ensuring all relevant paperwork and preparations are complete.
• Coordinate the logistics for meetings, including arranging room bookings, setting up video calls, and ensuring necessary materials and equipment are available.
• Co-ordinate travel arrangements for executives, including flight reservations, accommodations, transfers, and visa applications, adhering to company travel guidelines.
• Assist with preparing and submitting travel expenses and other authorised reimbursements.
• Provide out-of-hours support to team members who are traveling across different time zones.

Operational Support

• Work closely with the team to maintain accurate client contact records and ensure that systems such as Salesforce and Egnyte are up to date.
• Assist in the planning and execution of team events, client webinars, and in-person business meetings, including sourcing and booking venues and restaurants.
• Offer administrative support for ad-hoc projects, special initiatives, and tasks as required by the team.
• Provide assistance in sourcing and booking external vendors for events or business-related needs.
• Collaborate with other EAs to ensure smooth coordination of travel, meeting logistics, and overall team efficiency.

Project Coordination

• Take part in ongoing administrative projects, helping with updates, reporting, and coordination of systems and procedures.
• Coordinate with team members and external vendors to ensure timely completion of tasks and follow up on outstanding responsibilities.
• Manage multiple competing priorities with precision, ensuring deadlines are met, and priorities are effectively balanced.

Communication & Stakeholder Management

• Serve as the point of contact for executives, clients, and internal teams, maintaining effective communication and ensuring all parties are informed of meeting schedules, travel plans, and important deadlines.
• Build and maintain positive relationships with clients, partners, and other stakeholders to ensure smooth interactions and support of executive leadership.
• Draft and edit emails, reports, and other communications, ensuring professionalism and clarity in all written correspondence.

Team Collaboration & Support

• Provide collaborative support to other members of the EA team, stepping in as necessary to assist with workload distribution and coverage.
• Coordinate with senior leadership, internal teams, and external partners to support all executive functions, ensuring seamless operations.
• Participate in regular team meetings, contributing to improving efficiency and ensuring team objectives are met.

COMPETENCIES

• Managing Tasks: Very effective at planning and organising, identifies clear priorities and milestones.
• Meeting Timescales: Conscientious about meeting deadlines, highly punctual, and highly unlikely to leave things unfinished.
• Upholding Standards: Upholds the highest standards and honours agreed commitments. Is discreet and maintains confidentiality.
• Understanding People: Good at listening and understanding how others are feeling and why people behave as they do. Is attentive and understands what motivates others.
• Interacting with People: Very lively, talkative, and projects enthusiasm. Is focused on interacting and networking with people.
• Team Working: Takes full account of other people’s views and works well in a team, will go to considerable lengths to include others in the final decision.
• Checking Things: Very thorough and even perfectionistic, ensures that things are done properly, delivering high-quality work with great attention to detail.
• Providing Insights: Very quick at getting to the core of a problem. Will improve things and find ways to improve. Likely to trust own intuition.
• Embracing Change: Enjoys new challenges and adapts readily to new situations. Positive about and copes well with change and uncertainty.
• Producing Output: Works at a fast pace, works well when busy and copes well with multi-tasking.