JOB TYPE: Full-Time , In Office
LOCATION: South Africa, Somerset West
REPORT TO: Chief Executive Officer
KEY PURPOSE OF JOB
NewSpace Systems is looking for an experienced Executive Assistant to provide strategic,
operational, and administrative support to our CEO and Executive Committee (EXCO). This role
requires exceptional coordination skills, absolute discretion, and the ability to operate
efficiently in a fast-paced, high-impact environment.
KEY TASKS
Strategic Support:
· Assist the CEO and executive team in executing strategic initiatives through
coordination, tracking and reporting.
· Prepare briefing documents, project trackers, and presentation decks for board
meetings, client engagements and strategic reviews.
· Coordinate CEO and EXCO participation in conferences, trade shows and technical
symposia.
· Support preparation of CEO reports, talking points, and messaging for internal and
external communications.
· Coordinate special projects on behalf of the CEO and EXCO, ensuring alignment with
strategic goals and deadlines.
· Support international and cross-entity communication and alignment.
Operational Support:
· Manage complex and dynamic calendars, scheduling meetings across time zones,
ensuring optimal use of the executive’s time.
· Coordinate travel arrangements, including visas, itineraries, and logistics for
international and domestic trips.
· Organize and maintain confidential records, files and correspondence.
· Support preparation of agendas, minutes, and follow-ups for leadership meetings,
EXCO meetings and operational reviews.
· Process expense reports, approvals, and reimbursements in a timely manner.
· Screen and prioritize incoming communications, requests, and documents for
executive attention.
Leadership Team Collaboration:
· Act as a central liaison between the executive team and internal/external stakeholders.
· Facilitate communication between NSS South Africa and subsidiaries.
· Assist in coordinating leadership offsites, strategic workshops, and special events.
· Support internal communication flows between departments and the executive team.
· Track and follow up on action items from executive meetings, ensuring accountability and resolution.
Compliance and Confidentiality:
· Handle sensitive information with the highest degree of integrity and discretion.
· Ensure compliance with company governance standards, document retention policies, and regulatory requirements in executive correspondence and documentation.
· Monitor deadlines for board submissions, audit responses, and compliance deliverables. Process and Systems Efficiency:
· Identify and implement improvements in administrative processes and workflows.
· Leverage digital tools for scheduling, communication, and document management to enhance efficiency.
PREREQUISITES
QUALIFICATIONS & EXPERIENCE
Qualifications:
· Bachelor’s degree in business administration, Communication, Office Management, or
a related field.
· A relevant Executive Assistant or Project Management qualification is advantageous.
Experience:
· Minimum 5–7 years’ experience in a senior Executive Assistant or Chief of Staff-type
role.
· Proven experience supporting C-suite executives in a fast-paced, dynamic, and complex
environment.
· Experience working in a multinational or high-growth technology, manufacturing, or
professional services firm is a strong plus.
COMPETENCIES & SKILLS
Technical Skills:
· Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
· Familiar with collaboration tools (e.g., Teams, Slack, Asana, Trello, SharePoint).
· Excellent written and verbal communication skills.
· Strong research, editing, and document preparation abilities.
Behavioural Competencies:
· Professionalism & Discretion: Demonstrates tact, confidentiality, and ethical judgment at all times.
· Organizational Agility: Navigates complex organizational structures and relationships effectively.
· Detail Orientation: Accuracy and attention to detail in all tasks and documentation.
· Resilience & Adaptability: Remains calm and effective under pressure and in shifting priorities.
· Problem Solving: Proactively identifies and addresses issues before they escalate.
· Initiative: Takes ownership, anticipates needs, and acts with minimal direction.
· Interpersonal Effectiveness: Builds trust and rapport across senior stakeholders.
· Time Management: Manages multiple deadlines and competing priorities with efficiency.
LANGUAGE
· English
APPLICATION
If you meet the requirements of this vacancy, please send your cv to:
cv@newspacesystems.com OR contact us on +27 (0) 21 300 0160
To learn more about NewSpace Systems, visit our website: