Executive Assistant Role at Stonehage Fleming | Apply Now!

📍 Company: Stonehage Fleming
🏢 Location: Cape Town, Western Cape, South Africa, 8001
💼 Department: Administration
📄 Position Type: Permanent
📅 Closing Date: 19 December 2025
📝 Reference Number: EA112-CT

🔍 Introduction

Stonehage Fleming is seeking a highly organized and proactive Executive Assistant to provide comprehensive support to the Head of Family Office – Cape Town and the Family Office team. The ideal candidate thrives in a fast-paced environment, manages multiple priorities, and ensures seamless office operations. This role requires discretion, attention to detail, and excellent communication skills, making it vital in maintaining strong relationships with both internal and external stakeholders.

🎯 Key Responsibilities

Executive Support & Administration

• Act as the primary support for the Head of Family Office – Cape Town, managing correspondence, diaries, and scheduling priorities.

• Maintain calendars and organize meetings with staff and clients efficiently.

• Serve as a liaison for offshore colleagues, assisting with their requirements.

• Support marketing initiatives and client projects as directed by Partners or the team.

• Manage information flow, ensuring timely and accurate communication.

• Track daily expenses and prepare weekly, monthly, or quarterly reports.

• Oversee the work of clerical staff and maintain office filing systems.

• Format internal and external communication: memos, emails, presentations, and reports.

• Take minutes during meetings and ensure proper documentation.

• Manage the CPD points for the Family Office team.

• Assist with administrative tasks including expense claims, ordering gifts for clients, and document delivery.

• Prepare and cater meetings while anticipating any additional requirements proactively.

• Contribute to the Social Committee initiatives.

Travel & Logistics

• Coordinate travel arrangements, including flights and accommodations, liaising with third-party providers.

🛠 Qualifications & Experience

• Proven experience as an Executive Assistant, Personal Assistant, or similar role.

• Strong proficiency in MS Office and office applications (e-calendars, copy machines, etc.).

• Outstanding organizational and time management skills.

• Excellent verbal and written communication abilities.

• High level of discretion and confidentiality.

• Knowledge of the finance industry; experience in Professional Services is advantageous.

• Secretarial diploma or occupational certificate preferred.

Competencies & Behaviours

• Strong relationship-building skills across all levels of the business.

• Confident engaging with senior stakeholders.

• Proactive, action-oriented, and resourceful problem-solver.

• Ability to manage own workflow and support the team effectively.

• Excellent planning, organizing, and time-management skills.

• Drive for personal development and continuous improvement.

💡 CV Tips for Executive Assistant Roles

• Highlight previous experience in supporting senior executives and diary management.

• Emphasize organizational skills, multitasking ability, and attention to detail.

• Include proficiency in MS Office and any relevant office management software.

• Demonstrate your ability to maintain confidentiality and handle sensitive information.

• Showcase your experience coordinating meetings, travel, and stakeholder communication.