Executive Assistant | Miami

Role Summary

Join Digicall and be part of a dynamic, values-driven organisation where Bright, Agile, and True guide everything we do. This is a unique opportunity to work closely with Senior Executives in Miami while being based in South Africa in a hybrid role that challenges and rewards you.

The Executive Assistant will deliver comprehensive administrative support to Senior Executives managing a wide range of administrative and logistical tasks to ensure the smooth and efficient operation of daily activities. You will collaborate closely with the Senior Executive Assistant to provide essential assistance to the broader team.

This role also involves coordinating complex schedules, organising meetings, managing communications, and handling logistics for team initiatives across multiple time zones.

If you’re someone who thrives in fast-paced environments, enjoys managing complexity, and wants to make a real impact behind the scenes, this role offers you the platform to shine.

Please Note: This is a hybrid position based in South Africa, aligned with Miami’s Eastern Standard Time (EST) hours:

Working Hours: 9:00 AM – 6:00 PM EST | 3:00 PM – 12:00 AM SAST (subject to change with daylight saving time)

The role may require occasional after-hours virtual support and follows U.S. public holidays in accordance with our Miami-based team.

Qualifications

• Minimum: B-degree or Diploma in Business Administration, Management, or a related field is preferred.
• Advantageous: Certified Administrative Professional (CAP) / Project Management certification (e.g., PMP or Prince2)
  
  

Experience

• Minimum 5 years’ experience as an Executive Assistant or in a similar senior administrative support role, preferably in a fast-paced, dynamic, or entrepreneurial environment.
• Experience supporting senior leadership managing multiple priorities simultaneously.
• Experience with complex schedule and travel management, including multi-time zone coordination and out-of-hours support.
• Experience in private equity, investment, or financial services sectors is advantageous.
• Experience with CRM tools (Salesforce), document management (Egnyte), and project management software (Asana, Trello) is advantageous.
  
  

Skills & Knowledge

• Strong familiarity with virtual meeting platforms (Zoom, Teams) and advanced Microsoft Office skills (Outlook, Word, Excel, PowerPoint).
• Excellent written and verbal communication skills for liaising with internal and external stakeholders.
• Expertise in coordinating business travel logistics, including flights, accommodation, transfers, and visas.
• Forward-thinking mindset and ability to anticipate the needs of the Partner using the “5Ps” approach (Proper Preparation Prevents Poor Performance).
• Exceptional organisational skills, with an ability to manage multiple deadlines and priorities in a fast-moving environment.
• Able to liaise confidently with executive assistants across global offices and navigate complex time zone coordination.
• Proactive problem solver with sound judgment and a customer service orientation.
  
  

Responsibilities

Administrative Support

• Manage calendars, appointments, and scheduling for Senior Executives based in Miami.
• Coordinate client calls, team meetings, and preparation of necessary documentation.
• Organise travel logistics, including booking flights, accommodation, transfers, and visa arrangements.
• Process travel expenses and reimbursements.
• Provide virtual after-hours support across time zones.
  
  

Operational Support

• Maintain accurate client records in Salesforce and Egnyte systems.
• Assist with planning and execution of team events, webinars, and meetings.
• Source and coordinate vendors for business-related needs.
• Collaborate with the broader EA team to ensure seamless travel and meeting coordination.
• Maintain a dynamic inventory of office supplies, stationery, and other consumables.
• Liaise with key service providers (e.g., IT support, copier maintenance, greenery, refreshments).
• Coordinate internal and external events including venue booking, catering, and logistics.
• Review vendor contracts and provide input to office lead on renewals or negotiations.
  
  

Project Coordination

• Support ongoing administrative projects and maintain reporting and documentation.
• Ensure deadlines and priorities are met with effective coordination among team members and vendors.
  
  

Communication & Stakeholder Management

• Act as a primary contact for executives, clients, and internal teams.
• Build and sustain positive relationships with stakeholders.
• Draft and edit professional communications including emails and reports.
  
  

Team Collaboration & Support

• Assist fellow EAs to manage workload and coverage.
• Participate in team meetings to enhance efficiency and achieve team goals.
  
  

COMPETENCIES

• Examining Information: Analyses and processes information; asks probing questions; strives to find solutions to problems.
• Documenting Facts: Writes fluently when documenting facts; understands arguments logically; focuses on finding facts.
• Establishing Rapport: Builds rapport and puts people at ease; is engaging and welcomes people; finds it easy to make friends.
• Making Decisions: Is determined and decides on actions; willingly assumes responsibility; is definitive and stands by own decisions.
• Directing People: Is comfortable leading people; coordinates and directs groups; seeks to control things.
• Showing Composure: Stays calm and relaxed during events; is not worried and tolerates stress levels; is composed in dealing with pressure.
• Inviting Feedback: Is receptive to feedback and acknowledges criticism; open to critique and critical thinking; gathers feedback from others.
• Meeting Timescales: Is target focused and meets deadlines; is punctual and keeps to schedule; is reliable in finishing tasks.
• Checking Things: Is meticulous in finding errors; ensures accuracy by being thorough and checking details; produces high quality work by being detailed.
• Producing Output: Is focused on activity and works quickly; keeps busy and maintains productivity; is comfortable multi-tasking to produce output.
  
  

Job Category: Administration

Job Type: Full Time

Job Location: Cape Town Durban Johannesburg