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