Executive Assistant – Media & Communications

About the role

A high-profile communications professional in the media industry needs an Executive Assistant to manage calendar logistics, client relations and core administrative workflows. The role covers client engagement and academic commitments, event coordination and client communication, working full-time standard hours from 08:00 to 17:00 (with possible consideration for a half-day schedule) and occasionally attending in-person events in the Johannesburg region.

Key responsibilities

• Manage complex diary commitments covering client events, public speaking engagements and an academic calendar.
• Coordinate client inquiries, bookings and public speaking requests.
• Handle travel arrangements and secure makeup artists, photographers and studios for client shoots.
• Assist with client proposals, pitch decks and conference briefing materials, research and follow-up documentation.
• Oversee client invoicing, quotations and follow-ups on outstanding payments; reconcile payments in the designated platform and manage supplier payment follow-ups.
• Review client and supplier contracts and agreements for compliance and accuracy.
• Suggest creative improvements to internal business systems and processes.
• Attend selected in-person events to support logistics and client management.
• Support social media ideation, post drafting and content writing.

Required profile

• Based in or around Johannesburg to support ad-hoc on-site events.
• Proven administrative or executive support experience in media, communications or public speaking.
• Experience in diary management, travel coordination, event support and vendor management (photography, studios, makeup artists).
• Experience preparing client proposals, deck presentations and research briefs.
• Prior experience managing workflow fluctuations during seasonal conference calendars.
• Creative flair for social media content and business process improvement; content writing and digital marketing and events experience are an advantage.

Required skills

• Working knowledge of financial administration: drafting quotes, issuing invoices and chasing accounts.
• Familiarity with reviewing client and supplier contracts.
• Xero

What we offer

• Fixed-term 1-year contract with a 3-month probation period.
• Full-time hours (08:00 - 17:00), with possible consideration for a half-day structure.
• Part-time virtual/remote work with ad-hoc on-site event attendance in Johannesburg.