Executive Assistant – CEO

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

📋 Description

• Oversee the CEO's inbox, calendar, appointments, and daily scheduling.

• Compose professional emails and communications for clients.

• Organize meetings with clients, prospects, partners, and internal stakeholders.

• Arrange travel, accommodations, and business appointments.

• Manage personal administration tasks, expense tracking, and ad hoc requests.

• Conduct research and generate reports, presentations, and meeting summaries.

• Anticipate the CEO's requirements and proactively manage priorities.

• Handle bill payments, vendor payments, invoicing, and payroll administration.

• Monitor expenses, invoices, and maintain financial records.

• Coordinate administrative processes and operational workflows.

• Enhance administrative efficiency and systems.

• Draft follow-up emails for clients and manage ongoing communications.

• Address client inquiries and ensure timely follow-ups.

• Assist with customer onboarding and implementation processes.

• Track client deliverables, action items, and outstanding tasks.

• Support account management activities.

• Coordinate projects, deadlines, and activities among internal teams.

• Monitor tasks to ensure timely completion of deliverables.

• Maintain organized workflows and project documentation.

• Assist in quality assurance reviews of software, data, and internal processes.

• Identify operational challenges and propose effective solutions.

• Utilize Google Workspace, Microsoft Excel, and HubSpot CRM.

• Leverage Claude, ChatGPT, and automation tools to enhance productivity.

• Prepare client correspondence utilizing AI-assisted meeting notes and summaries.

• Transition into expanded responsibilities in Account Management and Customer Success, focusing on client relationships, onboarding, implementation, deliverables, satisfaction, and retention.

⛳️ Requirements

• 5–10 years of relevant experience in executive assistance, business administration, operations, or similar roles preferred.

• Prior experience supporting a US-based startup CEO or Founder remotely is crucial.

• Exceptional written and verbal communication skills in English.

• Proven ability to draft professional client-facing emails and business correspondence.

• Practical experience with invoicing, vendor payments, bill payments, and payroll administration.

• Strong proficiency in Google Workspace or Microsoft 365, especially Excel, calendars, and document management.

• Excellent organizational, multitasking, and time-management abilities.

• Capacity to work independently with minimal supervision.

• High attention to detail and a commitment to accuracy.

• Experience managing sensitive business and financial information.

• Comfortable working US Pacific Time hours on a permanent basis.

• Must be available for full-time, exclusive employment, without conflicting job commitments.

• Experience in a SaaS, technology, or startup environment is advantageous.

• Background in customer success, client onboarding, or account management is a plus.

• Familiarity with HubSpot CRM is beneficial.

• Knowledge of AI tools, workflow automation, and productivity platforms is advantageous.

• Experience coordinating projects and customer implementations is a plus.

• Exposure to sales support, lead management, prospecting, or business development is advantageous.

• Experience supporting high-value enterprise clients is a plus.

• Shortlisted candidates may be required to provide an updated CV, video introduction, and a written client-facing email assessment.

🏝️ Benefits

• Competitive salary and performance-based incentives.

• Opportunities for professional development and career advancement.

• Flexible working hours and remote work options.

• Collaborative and innovative work environment.