About the role
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.
Originally posted on Himalayas