Delegation Coordinator

What your day will look like

• Complex calendar management & trategy: Go beyond simply finding empty slots. Triage, prioritise, and resolve complex multi-region calendar conflicts independently, ensuring schedules align with executive business goals. Autonomously resolve complex, multi-region, and multi-stakeholder scheduling conflicts with minimal guidance.
• Proactive calendar optimisation: Actively audit the executive's schedule to identify inefficiencies (e.g., lack of focus time, heavy context switching). Recommend and implement strategies to optimise their time and improve their daily workflow.
• End-to-end travel & expense management: Manage high-volume, complex global travel logistics (flights, accommodations, itineraries) and process expenses accurately and efficiently, integrating all logistics seamlessly with the executive's calendar.
• Cross-functional collaboration & governance: Serve as a professional extension of the executive. Build collaborative relationships with internal Administrative Business Partners, other coordinators, and cross-functional teams to grease the wheels of complex scheduling requests.

• Autonomous Execution (Minimal Guidance): Ability to execute tasks independently for large or complex operational tasks. Rather than escalating every conflict, the candidate must be able to assess the situation, pick the most appropriate solution from a set of options, and execute it.
• Critical Thinking & Contextual Awareness: Must possess a strong foundational understanding of the environment they are supporting. They should naturally ask questions to understand the "why" behind a request, allowing them to make informed decisions rather than relying on prescriptive, step-by-step instructions.
• Relationship Building & Communication: High emotional intelligence and the ability to navigate different stakeholders effectively. Must communicate clearly and concisely, inspiring trust from the executives and their teams.
• Adaptability & Resilience: Comfortable operating in a fast-paced, ambiguous environment. Able to respond nimbly to sudden changes (e.g., last-minute travel disruptions or urgent meeting shifts) without dropping the ball.
• High Discretion & Integrity: Capable of handling highly sensitive and confidential information responsibly and securely, exercising excellent judgment at all times.

• Process design:A passion for auditing workflows,establishingstandardised delegation protocols, and removing manual effort across the team.
• AI & digital fluency:Hands-on experience using generative AI tools (like Gemini) to accelerate research, data handling, and administrative workflows.

• Job type:Full-time, permanent (37.5 hours per week)
• Start date:Immediate / As soon as possible
• Location:Remote
• Schedule:Monday to Friday, aligned with UK working hours (09:00–17:30 UK time)
  • South Africa Standard Time (SAST) alignment:
    • 29 March – 25 October (UK BST):10:00–18:30 SAST
    • 26 October – 28 March (UK GMT):11:00–19:30 SAST

• Competitive base salary
• Department performance incentives
• 33 days paid holiday (because rest fuels greatness)
• Employee Assistance Programme (EAP)
• Ongoing career development withinSmartPA’sglobal operational framework

Please submit your CV along with a cover letter outlining how your skills, experience and achievements align with the requirements of the role.

Throughout the recruitment process, we will assess candidates against the key competencies and responsibilities outlined in the job profile.