Employer:
The X office, a boutique family office and holding company, based in Cape Town. While direct staff only comprise 8 staff members at holding company level, the greater group staff component is over 100 people. Transactions closed in the past 12 months have amounted to over R3 Billion.
Location: Cape Town (Clifton, De Waterkant)
Employment Type: Full-time
Reports to: CEO & Co-CEO
THIS IS A 3 MONTH FIXED TERM CONTRACT TO GO PERM SHOULD BOTH SIDES BE HAPPY
If you do not hear back within 5 days, you have not been shortlisted.
YOU MUST LIVE IN CT CURRENTLY TO BE CONSIDERED FOR THIS ROLE.
We are seeking a highly organized and proactive Executive Operations Manager to work closely with the CEO and Co-CEO, ensuring seamless execution of daily operations, team task management, and schedule coordination. The ideal candidate will act as a strategic partner, helping to translate executive discussions into actionable tasks, overseeing staff task execution, and providing continuous updates on progress and completion.
This role requires exceptional multitasking abilities, excellent communication skills, and a strong capacity to work with high-level executives in a fast-paced environment.
It will also require a financial background and knowledge as many tasks will relate to commercial finance transactions.
Key Responsibilities
1. Meeting & Task Management
Attend all key meetings with the CEO and Co-CEO to document discussions, create task lists, and set priorities.
Clearly communicate tasks to relevant staff members, advisors and teams.
Track and monitor progress of assigned tasks, ensuring deadlines are met.
Provide feedback and updates on task progress to the CEO and Co-CEO.
Follow up as necessary to resolve any delays or challenges.
2. Executive Schedule & Diary Management
Manage the daily calendar of the CEO and Co-CEO, ensuring smooth scheduling of meetings, calls, and commitments.
Proactively adjust schedules based on priorities, urgent matters, and availability.
Coordinate travel arrangements, accommodations, and itineraries as needed.
Ensure executives are prepared for meetings with relevant documents, briefs, and background information.
3. Morning Briefing & Daily Prioritization
Hold a daily morning meeting with the CEO and Co-CEO to review their schedule, key tasks, and priorities for the day.
Provide an overview of outstanding tasks and progress updates from the previous day.
Flag urgent issues that require immediate attention.
4. Staff Management & Accountability
Act as the primary point of contact between executives and other staff/ advisors for operational tasks.
Ensure tasks delegated by the CEO are clearly understood and executed efficiently.
Monitor workloads and adjust priorities as needed to optimize productivity.
Conduct periodic check-ins with teams to assess progress and remove roadblocks.
Provide performance feedback and escalate issues when necessary.
5. General Operational Support
Manage email correspondence on behalf of the CEO and Co-CEO when required.
Prepare reports, presentations, and documentation as needed.
Oversee administrative tasks and process improvements to enhance efficiency.
Ideal Candidate Profile
1. Education & Experience
Bachelor’s degree in business administration, management, communications, or a related field. Alternative tertiary education will be considered.
5+ years of experience as an Executive Assistant, Chief of Staff, Operations Manager, or similar role.
Experience in task management, staff coordination, and executive support is essential.
2. Skills & Competencies
Strong organizational and time management skills – ability to handle multiple priorities.
Excellent communication skills – clear, concise, and proactive in liaising with staff and executives.
High level of discretion & professionalism – handling confidential information appropriately.
Leadership & people management skills – ensuring team accountability and performance.
Some understanding of finance/ commercial transactions.
Tech-savvy – proficient in scheduling apps, and Microsoft Office/Google Suite.
Problem-solving ability – proactive in identifying and resolving operational bottlenecks.
Ability to work independently while staying aligned with executive priorities.
Schedule & Key Workflows
Daily Routine:
Morning review of Daily Tasks and Objectives (9am): Follow up tasks from previous day, confirm days agenda.
Morning Briefing (10am): Meet with CEO & Co-CEO to review the day’s schedule and priorities.
Meetings & Task Management: Attend executive meetings, take notes, assign tasks, and track progress.
Midday Check-In: Quick progress report on urgent tasks and staff follow-ups.
End-of-Day Review: Provide a summary of task completions and outstanding issues.
Weekly Workflow:
Monday Morning: Plan the week’s schedule, priorities, and critical meetings.
Midweek Review (Wednesday): Ensure all tasks are on track and make necessary adjustments.
Friday Wrap-Up: Provide a report of key accomplishments, outstanding work, and next-week planning.
Recruitment Preferences
Preferred Industry Experience: Corporate, startups, finance, or high-level executive support roles.
Work Environment: In office with possible travel as needed.
Availability: Should be adaptable to last-minute changes and occasional after-hours tasks.