Executive Assistant | Front Office Representative

*** Kindly ensure you read the full job description carefully before applying.

Location: Observatory Cape Town

Title:Executive Assistant Front Office Representative

Level:Senior Associate

Type:Full-time Monday to Friday (In-office)

Hours:8:00 am 5:00 pm

Role Overview:

We are seeking a highly organised tech-savvy Executive Assistant Front Office Representative to provide seamless support to three senior members of the Sales Leadership Team. This role demands excellent Microsoft Office skills strong calendar and travel coordination experience and the ability to manage multiple priorities with discretion and efficiency.

As the first point of contact for visitors you will play a pivotal role in delivering exceptional customer service creating positive first impressions and promptly addressing inquiries. Your communication skills attention to detail and multitasking ability in a fast-paced environment will be key to your success.

Key Responsibilities:

Executive Support

• Manage complex calendars across multiple time zones coordinating internal and external meetings
• Arrange travel including flights accommodation transfers and itineraries
• Coordinate team meetings agendas and follow-ups
• Prepare presentations documents and reports using Microsoft Office Suite (PowerPoint Excel)
• Handle expense claims and assist with finance or administrative queries
• Track action items and ensure deadlines are met
• Act as a professional first point of contact on behalf of the leadership team
• Maintain confidentiality and professionalism at all times

Office & Facilities Support:

• Ensure the workplace is clean safe and well-maintained
• Report and follow up on maintenance issues (plumbing electrical HVAC)
• Liaise with cleaning staff and external service providers
• Assist with ordering office supplies and maintaining stock levels
• Maintain records for facility repairs equipment and safety compliance
• Support mail distribution and courier services
• Conduct regular health and safety checks and report hazards
• Ensure fire extinguishers emergency exits and first aid kits are up to date and accessible
• Assist with workstation setups meeting rooms and equipment
• Manage access control systems
• Coordinate office moves or desk reassignments
• Schedule and oversee third-party vendors and contractors ensuring compliance with safety rules
• Event Planning & Coordination

Skills & Experience:

• Proven experience as an Executive Assistant or high-level Personal Assistant
• Advanced proficiency in Microsoft Office (Excel PowerPoint Word Outlook)
• Strong organisational and time management skills
• Experience managing multiple stakeholders and priorities
• Excellent attention to detail written communication and follow-through
• Ability to work independently proactively and with discretion
• Strong leadership skills and ability to take initiative
• Excellent English proficiency with a neutral accent (reading writing speaking)

Personal Attributes:

• Calm under pressure adaptable and solutions-oriented
• Confident communicator with a professional can-do attitude
• Discreet trustworthy and comfortable handling sensitive information
• High level of initiative and ownership

Additional Requirements:

• Own reliable transport essential
• Reside in the Western Cape
• South African citizen
• Clear criminal record

Please note that only shortlisted candidates will be contacted. If you do not hear from us within 5 days please accept that your application was unsuccessful.

Please note that Morae Global Corporation does not engage the services of recruitment agencies as we are supported by a highly skilled internal global talent team.