Executive Assistant Jobs

Overall Purpose

Provide full support to the Head of South Africa, who also leads Investment Management South Africa, and to other senior members of the Client Management team. Work with other Executive Assistants to give efficient and professional administrative help to the broader Client Management team across offices.

Working Relationships

This role reports to the Head of South Africa (also Head of Investment Management South Africa) in Johannesburg and the new Pretoria office opening in mid-2026. It includes close teamwork with the wider Investment Client team across offices. Key contacts also include Stonehage Fleming Executives, the South Africa Client Management Team, client support teams, external providers, and direct client interactions.

Principal Elements and Accountabilities

• Manage the diary by anticipating needs and challenges, including scheduling meetings and arranging business travel.
• Help reduce daily decisions for the Partner by checking with team members when needed.
• Handle full coordination of regular executive and management meetings, such as ExCo and team meetings. This includes scheduling, preparing and sharing meeting packs, creating agendas, and taking accurate minutes.
• Prepare for unplanned meetings by gathering and binding materials, booking rooms, arranging lunches, and sending invites.
• Make sure the manager is ready for meetings by providing documents ahead of time and following up on action items promptly.
• Process expenses for the manager and team on time.
• Keep all sensitive personal, financial, and business information completely confidential.
• Write emails and letters for managers.
• Offer smart administrative solutions and extra help to save time for the team.
• Help answer general client questions about investments, withdrawals, tax, and administration.
• Coordinate investment trades from start to finish, working with third-party providers and the execution team.
• Manage team compliance tasks, keep compliance files up to date, and ensure we have enough information for authorities, including CPD requirements.
• Work with assigned clients and the team on monthly statements, GBI valuations, and some billing needs.
• Help the team meet client tax reporting requirements.
• Arrange domestic and international flights and accommodation for staff with third-party providers.
• Handle extra tasks and projects as needed.
• Support the Marketing team occasionally, including client events, invoice and travel admin, on-site help, and research on venues, pricing, and gifts.
• Assist with Social Committee activities.

Qualifications and Experience

• Degree or equivalent education.
• Strong experience as an Executive Assistant, Personal Assistant, or similar role, ideally in finance.

Competencies and Behaviours

• Advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint).
• Excellent organization and time management, with strong prioritization skills.
• Great verbal and written communication.
• High level of discretion and confidentiality.
• Able to work in a busy environment and meet tight deadlines.
• Strong attention to detail.
• Can work alone or in a team.
• Proactive, forward-thinking, and good at taking initiative.
• Skilled at building and maintaining relationships across the business.
• Confident in dealing with people at all levels.
• Able to decide, take responsibility, and be accountable.
• Shows drive and interest in personal growth.
• Lives by Stonehage Fleming and IMSA Team values.

Method of Application

Interested and qualified candidates should apply through Stonehage Fleming’s careers portal.

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