Executive Assistant

Job Title: Executive Assistant

Location: South Africa

Job Type: Full-Time, Remote

Working Hours: US Hours (8am - 4PM EST)

Salary: South African Rand (ZAR)

We are looking for an exceptional Executive Assistant who thrives on creating structure, driving accountability, and ensuring nothing falls through the cracks.

This is not a traditional Executive Assistant role focused solely on scheduling meetings and managing calendars. Instead, you will become a trusted partner to the Founder, transforming ideas into action, creating systems, and ensuring priorities are executed efficiently.

Key Responsibilities

• Own the architecture of the Founder's calendar, protecting strategic focus time and ensuring priorities are aligned.

• Defend protected calendar blocks while balancing changing priorities and urgent business needs.

• Manage complex scheduling, meetings, appointments, and travel arrangements.

• Coordinate travel logistics, accommodations, expenses, and executive itineraries.

• Triage and manage the Founder's inbox, prioritizing communications and drafting routine correspondence.

• Prepare professional emails, letters, reports, presentations, and other executive documentation.

• Liaise confidently with clients, vendors, advisors, and internal stakeholders while maintaining professionalism and discretion.

• Convert meetings, conversations, and voice notes into structured documents, action plans, and completed work.

• Capture decisions made in meetings or informal conversations and proactively turn them into tracked tasks without being prompted.

• Track commitments, deadlines, and deliverables across the leadership team, ensuring accountability through completion.

• Prepare comprehensive pre-meeting briefing packs and record post-meeting action items, ensuring all follow-ups are assigned and completed.

• Design, implement, and maintain systems that improve organization, efficiency, and executive productivity.

• Proactively identify gaps, potential issues, and opportunities for process improvement.

• Ensure projects, communications, and priorities are organized and executed efficiently.

• Support client relationship management and assist with client intake coordination where required.

• Handle confidential legal, financial, and executive information with the highest level of discretion.

• Coordinate vendors, external advisors, and service providers as needed.

Requirements

• Minimum 5 years of experience supporting a Founder, Managing Partner, CEO, or C-suite executive.

• Experience working within an entrepreneurial, fast-paced environment.

• Professional services or law firm experience is highly preferred.

• Experience building and maintaining systems, workflows, or tracking processes.

• Excellent written and verbal English communication skills.

• Outstanding organizational and time management abilities.

• Ability to work independently with minimal direction.

• High level of discretion when handling confidential information.

• Strong decision-making and problem-solving skills.