Graduate Executive Assistant and Project Coordinator

Incubeta
Cape Town
Workplace: OnsiteFull timeFunction: Administration & Executive AssistanceSkills: ["Organizational skills","Communication","Discretion","Collaboration","Resilience"]

Support the Global CEO and Executive Leadership Team as a proactive executive assistant and project coordinator. Manage complex global diaries, help coordinate Exco meetings and communications, and oversee cross-functional initiatives by setting roadmaps, tracking actions, and driving execution. Use AI and automation to streamline executive operations, improve efficiency, and deliver data-backed recommendations, while serving as a trusted gatekeeper and first point of contact.

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Incubeta
Incubeta
1 week ago

Graduate Executive Assistant and Project Coordinator

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Last checked: 11 hours agoStatus: Live

Job Summary

Support the Global CEO and Executive Leadership Team as a proactive executive assistant and project coordinator. Manage complex global diaries, help coordinate Exco meetings and communications, and oversee cross-functional initiatives by setting roadmaps, tracking actions, and driving execution. Use AI and automation to streamline executive operations, improve efficiency, and deliver data-backed recommendations, while serving as a trusted gatekeeper and first point of contact.
Location: Cape Town
Workplace: Onsite
Employment Type: Full time
Job Function: Administration & Executive Assistance
Seniority: Graduate level

Key Responsibilities

  • •Manage and maintain the CEO’s complex global calendar, resolve conflicts, and ensure priorities are handled.
  • •Provide Exco support including drafting follow-ups, tracking actions, and coordinating meetings with agendas and pre-reads.
  • •Oversee organization-wide cross-functional initiatives by setting roadmaps, milestones, and deliverables and coordinating stakeholders.
  • •Serve as a trusted gatekeeper and first point of contact for communications, handling scheduling/logistical conflicts with discretion.
  • •Identify manual bottlenecks and build AI-enabled workflows to streamline project reporting and routine Exco tasks.

Key Requirements

  • •Be a recent graduate or early-career professional with strong organizational skills.
  • •Demonstrate proven project management experience and the ability to quickly understand complex content.
  • •Have excellent document drafting skills and strong knowledge of the Google suite (Gmail, Drive, Google Docs, Sheets).
  • •Write and communicate clearly in English, adapting tone as needed, including preparing and writing presentations.
  • •Show strong technical aptitude and an AI & automation mindset to apply generative AI tools to daily work.
Experience:Digital marketingAI automationProject management
Skills:Organizational skillsCommunicationDiscretionCollaborationResilience
Languages:English
Tech Stack:Google suiteGmailGoogle DriveGoogle DocsGoogle SheetsAI toolingGemini EnterpriseSparkAgent-based workflows

Company Brief

Incubeta
Global marketing performance agency providing media, data, creative and technology services to help brands drive growth, in-housing and digital transformation across multiple industries and markets.
Industry: Professional Services
Company Size: Large (251 to 1,000 employees)
Revenue: USD 100M to 250M
Growth: Established Company
Funding: Private Equity Backed
Headquarters: London, United Kingdom
Founded: 1995
Glassdoor
Glassdoor: 3.7
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