Executive Support Coordinator

• Managing busy, multi-region calendars - spotting and resolving clashes independently, and making sure schedules reflect what actually matters to the business
• Regularly reviewing diaries to spot patterns that aren't working, cut down on unnecessary interruptions, and protect time for focused work
  

• Planning international travel itineraries from start to finish
• Processing expenses accurately, promptly and in line with company policy
  

• Representing SmartPA professionally in all your interactions
• Building genuine, trusted relationships with the people you support and the wider teams you work alongside, to keep things running smoothly

• Enjoy working things out independently and making sound judgment calls
• Stay calm and organised even when priorities shift quickly
• Naturally think ahead and spot problems before they arise
• Communicate clearly and confidently, whatever the audience
• Take pride in getting the details right, every time

Essential

• At least 2 years' experience managing complex calendars, scheduling and travel - whether from a PA/EA background or a similar operational coordination role
• A proven ability to work through tricky situations independently and find sensible solutions with minimal guidance
• Good business awareness, with the confidence to ask the right questions and use good judgement
• Experience using modern calendar and productivity tools, including handling time-zone differences and cutting down on unnecessary meetings
• The ability to naturally adjust your tone - from a quick message to a technical colleague, to a more formal update for senior leaders
• Strong, confident use of Google Workspace (Calendar, Sheets, Docs, Slides, Drive) and other online communication tools
• A high level of attention to detail and complete discretion when handling sensitive information
  

Desirable

• An interest in improving how things are done - spotting opportunities to simplify processes and reduce manual work
• Hands-on experience using AI tools (such as Gemini) to speed up research, data handling or day-to-day admin

• Start date: Immediate / As soon as possible
• Location: South Africa, Remote
• Schedule: Monday to Friday, aligned with UK working hours (09:00–17:30 UK time)
  • South Africa Standard Time (SAST) alignment:
    • 29 March – 25 October (UK BST):10:00–18:30 SAST
    • 26 October – 28 March (UK GMT):11:00–19:30 SAST

• Competitive salary 
• 33 days holiday 
• Flexitime (core hours: 10:00–16:30) 
• Ongoing development and career opportunities 
• Department incentives 
• Employee Assistance Programme (including access to counselling services, finance support, legal support, etc.)
• A genuinely positive, people-first culture 

Please submit your CV along with a cover letter outlining how your skills, experience and achievements align with the requirements of the role.

Throughout the recruitment process, we will assess candidates against the key competencies and responsibilities outlined in the job profile.