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.

Originally posted on Himalayas