Executive Assistant – Media & Communications

Supporting a high-profile communications professional within the media industry, this role manages calendar logistics, client relations, and core administrative workflows. Operating across both client engagement and academic commitments, the position ensures seamless operational support, event coordination, and client communication.

Working full-time standard hours from 08:00 to 17:00 (with potential open consideration for a half-day schedule), the role requires managing fluctuating workflows. Occasional in-person event attendance is required to support client expectations on-site.

Key Responsibilities

Manage complex diary commitments spanning client events, public speaking engagements, and an academic calendar. Coordinate incoming client inquiries, bookings, and public speaking requests. Handle travel arrangements, along with sourcing and securing makeup artists, photographers, and studios for client shoots. Assist with crafting client proposals, compiling pitch decks, and preparing conference briefing materials, research, and follow-up documentation.

Oversee client invoicing, quotation generation, and follow-ups on outstanding payments. Reconcile client payments within the designated platform and manage supplier payment follow-ups and relationships. Review client and supplier contracts and agreements to ensure compliance and accuracy. Identify and suggest creative improvements to internal business systems and processes.

Attend selected in-person events to assist with logistics and deliver seamless client management support. Support social media ideation, drafting posts, and writing content to drive audience engagement. On-Site Event Support: Provide ad-hoc, hands-on event assistance and operational coordination within the Johannesburg region as required.

Requirements

Based in or around Johannesburg to facilitate ad-hoc event assistance. Proven administrative or executive support experience within the media, communications, or public speaking space. Demonstrated capability in diary management across academic and professional schedules. Experience in travel coordination, event support, and vendor management (photography, studios, makeup artists).

Experience in preparing client proposals, deck presentations, and research briefs. Working knowledge of financial administration, including drafting quotes, issuing invoices, and chasing outstanding accounts. Familiarity with contract and agreement review process for clients and suppliers. Prior experience managing workflow fluctuations associated with seasonal conference calendars.

Creative flair for social media content generation and business process improvements. Content writing experience an advantage Digital marketing and events experience Required Software Skills Xero Benefits Part-time virtual/remote with ad-hoc on-site event attendance in Johannesburg. Fixed Term (1-year contract with a 3-month probation period).

Full-time hours (08:00 – 17:00) specified, with potential open consideration for a half-day structure.