Executive Assistant – Operations Coordinator

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

📋 Description

• Provide comprehensive administrative and operational assistance to the executive.

• Oversee calendars, arrange meetings, coordinate appointments, and prioritize tasks effectively.

• Manage correspondence, follow-ups, and a variety of general administrative duties.

• Draft documents, maintain records, and monitor critical tasks and deadlines.

• Anticipate the needs of the executive and proactively address pending items.

• Assist in recruitment efforts, including sourcing candidates, screening, scheduling interviews, and follow-ups.

• Facilitate communication with candidates and support the recruitment process from application to onboarding.

• Aid in employee onboarding, documentation, and HR administration tasks.

• Ensure accurate maintenance of candidate and employee records.

• Track recruitment progress and pinpoint any outstanding hiring needs.

• Assist with intake by managing inquiries, gathering information, and coordinating subsequent steps.

• Communicate effectively with clients, families, and relevant stakeholders.

• Organize appointments, follow-ups, and scheduling requirements.

• Monitor pending intake cases and guarantee timely follow-through.

• Oversee daily administrative and operational activities within the organization.

• Manage competing priorities while adhering to deadlines and responsibilities.

• Identify operational inefficiencies, resolve routine issues, and escalate complex matters as needed.

• Maintain trackers, reports, documentation, and internal systems efficiently.

• Collaborate with internal teams to ensure task completion and effective information flow.

• Take ownership of projects, follow-ups, and initiatives for process improvement.

⛳️ Requirements

• 3–5+ years of relevant experience in executive assistance, healthcare or ABA operations, recruitment, HR coordination, practice management, or a related role.

• Demonstrated ability to juggle multiple responsibilities across various business functions.

• Exceptional organizational, time-management, and prioritization skills.

• Strong critical thinking, problem-solving, and decision-making capabilities.

• Outstanding written and verbal communication skills in English.

• A proactive and accountable demeanor with the ability to work independently and with minimal supervision.

• High attention to detail and consistent follow-through.

• Proficient in using digital tools, scheduling platforms, spreadsheets, and administrative systems.

• Capability to work effectively in a remote environment while managing responsibilities reliably.

• Previous experience in ABA, behavioral health, healthcare operations, or medical practice management.

• Experience directly supporting an executive or business owner.

• Familiarity with recruitment, talent acquisition, HR administration, and employee onboarding processes.

• Background in client intake, appointment scheduling, and case coordination.

• Knowledge of healthcare management systems, applicant tracking systems (ATS), CRMs, and workflow tools.

🏝️ Benefits

• Competitive salary and performance-based incentives.

• Comprehensive health and wellness benefits.

• Opportunities for professional development and growth.

• Flexible working arrangements, including remote work options.

• Supportive and collaborative team environment.