Executive Administrative Assistant – US Operations

This is a fully remote position, open to applicants in South Africa.

📋 Description

• Assist in the creation, testing, and enhancement of AI-driven workflows and processes.

• Leverage AI tools for research purposes, workflow design, documentation, and operational activities.

• Compose clear and comprehensive instructions and prompts to ensure precise AI-generated results.

• Support the preparation of reports, data extraction, information organization, and documentation efforts.

• Monitor tasks, follow up on pending actions, and guarantee the accurate and timely completion of assignments.

• Acquire and utilize new software, systems, and processes effectively.

• Provide support for various administrative, operational, and project-specific needs on an ad hoc basis.

• Enhance internal procedures as the client’s business and AI needs evolve.

• Complete onboarding, data security, and system training requirements.

• Utilize tools such as ClickUp, Microsoft Outlook, Teams, Excel, OneNote, QuickBooks, HubSpot, and AI applications.

• Collaborate through regular video meetings and engage with cross-functional teams.

• Potentially transition into roles in project coordination or project management, overseeing junior coordinators as the business grows.

⛳️ Requirements

• Outstanding written English skills, with the ability to communicate clearly, accurately, and professionally.

• Significant experience in administrative tasks, executive support, operational support, project coordination, or related fields.

• Exceptional ability to learn quickly and grasp new systems and processes.

• Highly organized, detail-oriented, and capable of managing multiple priorities simultaneously.

• Quick-thinking individual who can process information, take initiative, and transition efficiently between tasks.

• Comfortable with technology and adept at independently exploring unfamiliar software.

• Strong research and analytical skills.

• Persistent, proactive, and capable of working independently while knowing when to seek guidance.

• A fixed fibre internet connection with a minimum upload and download speed of 25 Mbps, along with wired Ethernet capability.

• Reliable power backup system to handle load shedding or outages.

• Willingness and ability to work Monday to Friday, from 9:00 AM to 6:00 PM EST.

• Willingness to work during South African and U.S. public holidays.

• Familiarity with AI tools, prompt writing, workflow automation, or AI-assisted tasks is advantageous but not required.

• Experience with Excel, reporting, data management, or process documentation is beneficial.

🏝️ Benefits

• Compensation for South African public holidays in accordance with the BCEA.

• Fully remote work environment.

• Opportunities to advance into Project Coordination or Project Management roles.

• Possibility of overseeing junior coordinators as the business expands.