Executive Assistant

As an Executive Assistant you 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. You will manage a diverse range of tasks to enhance team efficiency, including organising schedules, coordinating meetings, and handling complex travel arrangements. You will be pivotal in maintaining smooth operational workflows, managing competing priorities, and ensuring that senior team members are equipped to focus on strategic initiatives. You will report directly to the EA Team Manager.

📍Location: Paarl (Hybrid)

 Sigma Family

💚At Sigma, we stand out and have now been acknowledged 3 years in a row by the Sunday Times as one of the Best Places to Work - voted by our people.

Our core mission is to #ImproveEverythingAlways, with a strong focus on our people. That's why we are seeking exceptional individuals to join us and represent our clients, delivering top-tier customer service across various industries

What being a part of the Sigma Family means for you!

📈 Career development and opportunities to apply for internal promotions following your probationary period.

🏆 Monthly, Quarterly and Annual awards with marvelous prizes.

💆‍♀️ Resources such as the Employee Assistance Program (EAP) and Mental Health First Aiders to support you when life might not be going quite as you expected.

🌳 Receive a tree in the Sigma Forest when you pass probation. This will allow you to review how your tree is reducing your carbon footprint.

📁 Medical Insurance – Covers doctor visits, optometrist appointments and dental assistance, funeral cover, Group Life Cover, which are all Free from the Sigma Family to you.

💻 Join communities and collaborate with your colleagues on our internal Social Media platform.

💙 The opportunity to be a part of an equal, diverse, and inclusive workplace – all amazing people are welcome in the Sigma Family.

What Your Day-to-Day Will Look Like:

💻 You will provide dedicated EA support to stakeholders, including extensive diary management, ensuring meeting conflicts are prioritised and adjusted accordingly. You will manage international travel planning and bookings, as well as process expenses in a timely and accurate manner. You will deliver administrative support for value-add events, including client-facing in-person and virtual webinars, as well as internal team events. You will coordinate meetings and events, ensuring seamless organisation and execution.

You will maintain and update contacts within the Salesforce system. You will act as a key point of contact for stakeholders, with significant email and telephone interaction with external parties such as entrepreneurs, CEOs, board members, and professional advisors. You will work collaboratively as part of the EA team, providing cover and support to both fellow EAs and the investment professional team as required. You will also undertake additional functional and administrative responsibilities as needed, which may evolve over time.

What Amazing people will bring to the role:

💡You will demonstrate exceptional attention to detail and strong organisational skills in all aspects of your work. You will exhibit a resilient character with the ability to perform effectively under pressure. You will manage multiple tasks simultaneously while maintaining a high pace and standard of delivery. You will confidently handle complex, constantly changing and interlinked diaries. You will remain adaptable and flexible, adjusting to shifting priorities and unexpected situations with minimal guidance. You will apply strong critical thinking skills to support decision-making and problem-solving. You will handle all matters with the utmost discretion, ensuring complete confidentiality at all times. You will proactively identify challenges and offer practical solutions.

You will maintain a considerate and professional approach in all interactions, as you will often represent the voice of your stakeholders. You will communicate in a highly articulate manner, both verbally and in writing. You will demonstrate sound judgement, emotional intelligence, and strong common sense. You will show high levels of proactivity and the ability to work independently. You will collaborate effectively as part of a team, working closely with the wider EA group and across the organisation. You will display a self-starting, ambitious, and tenacious mindset, consistently going the extra mile. You will be willing to check and respond to emails outside of standard working hours when required. You will strive to become an integral and trusted member of the team, taking ownership of sensitive and critical responsibilities while building long-term partnerships with stakeholders.

Requirements:

• A minimum of 5-10 years' experience as an Executive Assistant supporting multiple senior stakeholders (MD and above) in a fast-paced and evolving environment
• You are comfortable with working UK business hours 09:00–18:00 (10:00–19:00/ 11:00-20:00 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.
• Demonstrated track record of resilience, sound judgement, and proactive problem-solving
• EA experience in Consulting or Professional Services or Investment/Private Equity/Finance sector (preferred)
• Experience supporting senior leadership and managing multiple high-priority tasks and projects simultaneously 
• Experience working across multiple time zones to manage out-of-hours support for stakeholders
• Exceptional attention to detail and meticulous organiser
• Strong character, ability to work under pressure
• Ability to handle multiple tasks simultaneously and work at pace
• Ability to juggle constantly changing and complex diaries and busy interlined diaries
• Adaptable and flexible – ability to adjust to changing priorities and unexpected situations with limited guidance
• Demonstrable critical thinking skills
• Utmost discretion – handle all matters with absolute confidentiality
• Strong problem-solving capabilities – anticipates challenges and provides solutions
• Considerate internal and external facing manner, as often the voice of your relevant stakeholders
• High proactivity and ability to work autonomously
• Team player – collaborative amongst the wider EA group and across the firm
• You are proficient in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook) and virtual meeting platforms (Zoom, Teams, etc.)
• You have exceptional written and verbal communication skills (English)
• You have working knowledge of managing complex international travel schedules, and events (Essential)
• You have proven ability to anticipate needs and proactively find solutions, making sound decisions in high-pressure situations with minimal supervision
• You have a customer-oriented mindset, proactively identifying the need of individuals and teams and providing solutions that align with their goals
• You have working knowledge of project management methodologies and tools (e.g., Asana, Trello, or similar)

Simple and Straight Forward Recruitment.

📩We don’t see the value in making candidates jump through hoops. Once we receive your application via ICIMS, if you meet all relevant criteria as stipulated on the advert, we’ll proceed with further shortlisting & start your application process.

If you like the sound of being part of the Sigma Family, then don’t wait and get applying!