Executive Support Specialist

Reference Number: SHO260310-1
Closing Date: 16 March 2026
Job Type: Permanent
Location: Cape Town, Western Cape, South Africa
Category: Administration / Office Support

Job Purpose

The Executive Support Specialist provides administrative, operational, and logistical support to the Customer Experience and Contact Centre leadership team. The role supports the Head of Customer Contact Centre & Experience and the wider Customer Experience team through coordination, communication, office management, and reporting activities.

Key Responsibilities

Administrative Support

• Manage calendars, travel arrangements, and meeting coordination.

• Manage inbound calls for the Head of Department.

• Prepare documents, reports, and presentations for internal and external communications.

• Maintain confidentiality when handling sensitive information.

• Provide general administrative support and ad-hoc assistance to leadership.

People & Team Support

• Support onboarding and offboarding processes for employees.

• Coordinate IT equipment setup, repairs, and incident logging.

• Arrange staff biometric bookings with HR and induction training.

• Ensure employees have access to required systems, equipment, and resources.

Payroll Support

• Maintain time and attendance registers.

• Submit payroll documentation and manage related queries.

• Track and consolidate employee leave records.

Event & Programme Coordination

• Organise team-building activities, events, and programmes.

• Coordinate training sessions, workshops, and knowledge-sharing initiatives.

• Manage logistics, invitations, and event budgets.

Reporting & Record Keeping

• Prepare reports and visual presentations of key information.

• Take minutes during management meetings.

• Maintain financial records including invoices, quotes, and budgets.

Facilities & Office Management

• Manage office supplies, refreshments, and general office coordination.

• Maintain records of department assets and equipment.

• Oversee cleaning staff and tea attendants.

• Manage office maintenance, repairs, access control, and security.

• Coordinate employee wellness initiatives and health & safety activities.

Minimum Requirements

Qualifications

• Degree, diploma, or course in Executive Support, Office Management, Communications, Business, or a related field (advantageous).

Experience

• Minimum 3 years’ experience in an Executive Assistant, Support Specialist, Office Coordinator, or similar role.

• Experience supporting large teams and multiple stakeholders.

Advantageous Experience

• SAP finance and procurement systems.

• Retail or contact centre environment.

• Corporate or listed company environment.

• Customer service environment.

Knowledge & Skills

• Strong proficiency in Microsoft Office 365 (including SharePoint Online).

• Excellent administrative and organisational skills.

• Strong written and verbal communication skills.

• Ability to handle confidential information.

• Strong coordination and stakeholder management skills.