{"id":3103299,"url":"https://alion.io/job/smartpa-executive-assistant","title":"Executive Assistant","company":{"id":2169757,"name":"SmartPA","domain":"smart-pa.com","url":"https://alion.io/company/smart-pa","size_band":null,"is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Personio","truth_index":null},"role":"Administrative","role_family":"Administrative","seniority":"junior","employment_type":"full_time","work_mode":"remote","remote_scope":"stated_countries","remote_scope_basis":"posting_text","remote_working_hours":{"label":"GMT","utc_offset_min":0,"utc_offset_max":0},"hiring_geo_confidence":"explicit","locations":["South Africa"],"countries":["ZA"],"hiring_countries":["ZA"],"hiring_countries_total":1,"salary":null,"salary_estimate":{"min_usd":10000,"max_usd":16500,"period":"year","method":"role_seniority_country_cell","sample_n":27},"experience_years_min":2,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Microsoft Office","optional":false},{"name":"Outlook","optional":false}],"status":"live","first_seen_at":"2026-10-21T19:41:16Z","employer_posted_date":"2026-10-21","last_verified_at":"2026-10-26T16:17:18Z","board_verified":true,"closed_at":null,"days_open":4,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":4},"description":"Job Description\nUnleash your potential and join the team redefining the future of administration!Who We Are\nAt SmartPA, we don’t just provide support - we transform it.\nOur 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.\nWith 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.\nIf you’re ready to challenge the status quo and create meaningful impact, we want to hear from you!\nKey Responsibilities and Skills\n What You’ll DoThe 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.\nIn the role of Executive Assistant, 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.\nHere's what your day-to-day will look like:\nExecutive Support\nProviding dedicated EA support to senior stakeholders, including complex diary management across multiple stakeholders and time zones, with conflicts prioritised and resolved.\nPlanning and booking international travel, including flights, accommodation and ground transport through corporate travel platforms.\nCoordinating internal and external meetings, booking meeting rooms and preparing meeting materials.\nProcessing expenses and invoices accurately and on time, working with the finance team.\nHandling ad hoc personal tasks for stakeholders with discretion, judgement and sound prioritisation.\nStakeholder Management and CommunicationActing 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.\nMaintaining accurate client and contact records in the client's systems.\nMaintaining strict confidentiality of highly sensitive business, investment and legal information.\nTeam SupportWorking as part of a wider team of EAs, providing cover and support during peak workloads and absences.\nCoordinating team events, client events, webinars, and year-end functions.\nSupporting with general operational administration such as document formatting, task trackers, file management and other functional support as the role evolves.\n Specialist Support (varies by team)Supporting investment teams through fast-moving diaries and frequent contact with portfolio company founders and CEOs.\nCompliance process administration, including tracking, reporting and coordinating with internal teams and external providers.\nLegal team administration, including document management, meeting support and maintaining accurate, confidential records.\nValue Add support, including client in-person events and webinars, senior advisor support and CRM contact updates.\nTeam DevelopmentAs 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.\nContinuous Improvement & InnovationIdentifying opportunities to improve processes and reduce non-value-added activity.\nContributing ideas on automation and digital tools to work more efficiently.\nSkills\nWe're looking for someone who:\nIs a meticulous organiser with exceptional attention to detail.\nStays calm under pressure and juggles constantly changing, complex and interlinked diaries.\nAdapts quickly to shifting priorities and unexpected situations with limited guidance.\nHandles every matter with absolute discretion and confidentiality.\nAnticipates challenges and solves problems before they land on their stakeholder's desk.\nIs highly articulate in writing and speech, with a considerate manner as the voice of their stakeholders.\nIs highly responsive and proactive, works autonomously, and collaborates closely with a wider EA team.\nWants to build a long-term, trusted partnership and is willing to go the extra mile.\nExperience\nYour experience is key, but your attitude is what sets you apart.Essential:\nMinimum 2 years' proven experience as an Executive Assistant or PA supporting senior executives and multiple stakeholders (Director, Partner or C-suite level).\nProven complex diary management across multiple time zones, and end-to-end international travel planning and booking.\nAdvanced proficiency in Microsoft Office, including Outlook, Word, Excel, PowerPoint and Teams.\nExcellent written and spoken English.\nDemonstrated discretion and sound judgement handling highly confidential information.\nExperience working in a fast-paced, evolving environment with competing priorities.\n Desirable:EA experience in private equity, investment, finance, consulting, legal or professional services.\nExperience leading, mentoring or onboarding other EAs or administrators, or ambition to grow into a Team Lead role.\nExperience supporting legal or compliance teams.\nExperience with expense and travel platforms (e.g. Expensify, Amex GBT), CRM systems (e.g. Salesforce) and e-signature tools (e.g. DocuSign).\nExperience providing remote or virtual executive support.\nExperience coordinating corporate events, webinars or board and committee meetings.\nPractical use of AI tools to streamline drafting, scheduling or admin tasks.\nWork Remotely\nYesSalary\nR200,000 - 400,000 (depending on experience)Schedule\nFull time, 37.5 hours per weekMonday - Friday\nYour working hours will be 9:00am-6.:00pm UK time. As this role is based in South Africa, your local working hours will change in line with UK daylight saving:\n10:00am-7:00pm SAST during UK British Summer Time\n 11:00am-8:00pm SAST during UK winter time (GMT)\nJob Type\nPermanent, full-timeWhat's in it for you?\nAt SmartPA, we believe in rewarding talent and supporting your growth:Competitive salaries\nYearly bonuses: based on company, department and individual performance\nFlexitime initiative: work when you're most productive (core hours 10am - 4.30pm)\n33 day annual leave\nDepartment incentives\nEmployee Assistance Programme\nHow to Apply\nOur Recruitment ProcessPlease submit your CV along with a cover letter outlining how your skills, experience and achievements align with the essential requirements of the role.\nThroughout the recruitment process, we will assess candidates against the key competencies and responsibilities outlined in the job profile.\nThe 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. 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