Executive Administrative Assistant - US Operations | Remote | EST Hours
ISTA Personnel Solutions South Africa is a BPO company partnering with international clients to build high-performing remote teams. We are recruiting for a exceptional Executive Administrative Assistant – AI & Operations Support .
ABOUT THE ROLE
This is a modern Executive Administrative Assistant role with a strong focus on AI-assisted workflows, operational support, research, reporting and process development. While some administrative support may be required, this is not a diary-management role.
This role is suited to someone who enjoys learning, problem-solving, adapting to change and building better ways of working. You do not need to be a programmer or AI specialist; however, you should be genuinely comfortable with technology, learn quickly, think independently, able to write well and excited by the opportunity to use AI in a practical business environment.
PLEASE NOTE:
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Working Hours: Monday – Friday | 9:00 AM – 6:00 PM EST (3:00 PM – 12:00 AM South African time – subject to daylight savings).
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Public Holidays: This role requires working on both South African and U.S. public holidays (compensation for SA public holidays in accordance with the BCEA).
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Internet Requirements: A fixed fibre line with a minimum speed of 25 Mbps (upload & download) and wired Ethernet capability is mandatory. Applicants without a fixed fibre line cannot be considered.
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Power Backup: Reliable backup required to manage load shedding or outages. Applicants without a power backup cannot be considered.
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Work Environment: Fully remote.
Key Responsibilities:
- Support the development, testing and refinement of AI-assisted workflows and processes.
- Use AI tools to assist with research, workflow development, written outputs and operational tasks.
- Write clear, detailed instructions and prompts to help achieve accurate AI-generated outputs.
- Assist with reports, data downloads, information organisation and documentation.
- Track tasks, follow up on outstanding actions and ensure work is completed accurately and on time.
- Learn and confidently use new software, systems and processes.
- Support ad hoc administrative, operational and project-based requirements.
- Assist with improving internal processes as the client’s business and AI requirements evolve.
- Complete relevant onboarding, data-security and system training.
The Tools You'll Use:
- ClickUp | Microsoft Outlook | Teams | Excel | OneNote | QuickBooks | HubSpot | AI Tools
Requirements:
- Excellent written English, with the ability to communicate clearly, accurately and professionally.
- Strong administrative, executive support, operations support, project coordination or similar experience.
- Exceptional learning agility and the ability to understand new systems and processes quickly.
- Highly organised, detail-oriented and able to manage several priorities at once.
- A quick thinker who can process information, take initiative and move efficiently between tasks.
- Comfortable using technology and exploring unfamiliar software independently.
- Strong research and problem-solving skills.
- Persistent, proactive and able to work independently while knowing when to ask for guidance.
- Exposure to AI tools, prompt writing, workflow automation or AI-assisted work will be advantageous, but is not essential.
- Experience with Excel, reporting, data handling or process documentation will be beneficial.
Culture & Working Style:
- Fast-moving environment with shifting priorities
- Direct, clear communication style with emphasis on asking questions before acting
- Collaborative and supportive team culture
- Regular video-based meetings and strong cross-team engagement
Growth Opportunity:
This role has strong potential to evolve into a Project Coordination / Project Management function over time, including the possibility of managing junior coordinators as the business scales.
If you are not contacted within 14 working days, p