Executive Assistant & Administrative Coordinator

at  Webrepublic Pty Ltd

Over the last decade, Webrepublic has grown from an ambitious startup into Switzerland’s leading digital agency. More recently, Webrepublic has launched a subsidiary in South Africa to work hand-in-hand with our HQ in Switzerland. Our team in Cape Town has grown and we are now looking for an Executive Assistant to expand our local presence into a large-scale operation.
As an Executive Assistant, you will be responsible for the seamless coordination of schedules, meetings, and events while managing key administrative tasks that contribute to the smooth functioning of our business.

QUALIFICATIONS AND SKILLS

As an ideal candidate, you must have the following:

• Has a National Diploma, Higher Certificate, or Bachelor’s Degree in a relevant field (e.g., administration, management),
• Has at least 3-5 years of experience in a similar administrative, coordination, or assistant role,
• Demonstrates excellent organisational and time-management skills,
• Is tech-savvy, with proficiency in tools such as Microsoft Office, Google Workspace, and scheduling software,
• Excels in written and verbal communication in English,
• Shows a proactive, detail-oriented, and solutions-focused approach to tasks,
• Has experience coordinating meetings and events across teams or regions.

Reporting directly to the Head of Office Management , your duties and responsibilities will include, but will not be limited to:

• Internal Coordination: Organise and schedule meetings with internal Webrepublic teams, ensuring alignment across multiple time zones and managing complex schedules,
• Room Reservations: Book and coordinate meeting rooms at the Zurich headquarters for both internal and client meetings,
• Client Meetings and Events: Arrange and coordinate client meetings, lunches, and events, serving as the main point of contact for client-side coordination,
• Travel and Hospitality Management: Handle restaurant and hotel reservations for Executive Board members, ensuring a seamless experience,
• Event Organisation: Plan and execute larger team meetings and events, such as All Hands meetings and Team Leadership Gatherings, including logistics and agenda management,
• Expense Management: File and track expense claims for Executive Board members, ensuring accuracy and timeliness.