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.

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