Job Title: Executive Assistant Reporting to: Managing Director (Guernsey & Mauritius)
Who We Are PIM Capital is an award-winning regulated financial services group currently operating in Guernsey, Mauritius, Botswana and South Africa. Affiliated with the Prime Investments Group, we employ over 50 staff in Mauritius, Guernsey and Botswana and a further 40 staff across our South African offices in Johannesburg and Cape Town. We specialise in fund services including administration, accounting, investor services and multi-jurisdictional distribution, supporting traditional and alternative fund structures and mandates. What Makes Us Different We recognise that happy people give the best of themselves at work. We also believe that technology provides infrastructure, but that people provide service. On that basis we do not track time, nor do we micromanage our teams. We simply work with committed, capable people and trust them to bring their best selves to work. Our business is collaborative, transparent and caring and we expect that anyone working with us matches our energy and enthusiasm for our clients and for each other. Function Overview: The Executive Assistant will provide high-level, comprehensive support to senior management, enabling the smooth and efficient operation of daily activities. This role is responsible for managing complex travel arrangements and itineraries, overseeing mailbox and correspondence management, coordinating and supporting meetings, and assisting with the planning and execution of events. The position requires strong organisational skills, attention to detail, and the ability to proactively anticipate and respond to the needs of senior stakeholders.
Key Responsibilities:
1. Travel & Itinerary Management
1.1 Coordinate and manage domestic and international travel arrangements. 1.2 Prepare detailed travel itineraries, including flights, accommodation, ground transport, and
schedules. 1.3 Ensure all travel documentation is accurate and compliant, providing ongoing support before and
during travel. 1.4 Proactively manage changes, disruptions, or last-minute requirements.
2. Executive & Meeting Support
2.1 Manage executive calendars, scheduling meetings with multiple stakeholders across time zones. 2.2 Coordinate all logistical requirements for meetings, including venues, technology, and materials. 2.3 Attend selected meetings to take accurate minutes and distribute action items timeously. 2.4 Track follow-ups and ensure actions are completed within agreed timelines. 2.5 Assist with the preparation and refinement of presentations, reports, and briefing materials.
JOB DESCRIPTION & POSTING
3. Mailbox & Correspondence Management
3.1 Oversee and manage executive inboxes, prioritising correspondence and drafting responses where appropriate.
3.2 Flag urgent or sensitive matters and ensure timely escalation. 3.3 Maintain professionalism and confidentiality in all communications.
4. Event & Function Coordination (in conjunction with other team members)
4.1 Plan, organise, and coordinate internal and external events, meetings, and conferences. 4.2 Liaise with vendors, venues, and service providers to ensure successful delivery. 4.3 Manage event logistics including catering, equipment, materials, and schedules. 4.4 Ensure events run smoothly and resolve issues efficiently as they arise.
5. Project & Administrative Support
5.1 Provide administrative and coordination support on key projects as required. 5.2 Monitor project timelines, milestones, and deliverables. 5.3 Communicate progress updates to relevant stakeholders. 5.4 Assist with research, data gathering, and preparation of executive-level documentation.
6. Office & Facilities Coordination
6.1 Oversee the general upkeep and functionality of the office environment. 6.2 Coordinate with service providers for maintenance, repairs, and office services. 6.3 Ensure adequate stock levels of office supplies and equipment. 6.4 Act as a point of contact for office-related queries and support requests.
7. Stakeholder Engagement & Confidentiality
7.1 Serve as a professional point of contact between senior management and internal/external stakeholders.
7.2 Handle sensitive information with discretion and maintain strict confidentiality at all times. 7.3 Build effective working relationships across the organisation.
Required Experience & Skills:
• Proven experience as an Executive Assistant or in a similar role. • Excellent organisational and time-management skills. • Strong attention to detail and ability to multitask. • Proficiency in Microsoft Office Suite non-negotiable (Word, Excel, PowerPoint, Outlook). • Excellent verbal and written communication skills. • Ability to work independently and as part of a team. • Strong problem-solving skills and ability to handle confidential information with discretion.
Preferred Qualifications:
• Diploma or degree in Business Administration or a related field (advantageous) • Experience in managing travel arrangements and office maintenance.