Executive Assistant – Operations Manager

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

📋 Description

• Oversee the Founder's professional and personal schedules, including calendars, meetings, appointments, travel plans, and reservations, while proactively resolving any conflicts.

• Convert voice notes and messages into actionable tasks with specific deadlines.

• Maintain project tracking systems across various ventures and provide proactive updates on their status.

• Act as a strategic advisor, outlining clear next steps for initiatives.

• Manage calls, routine personal administration, research, and purchasing on behalf of the Founder.

• Collaborate with the LA-based personal assistant for in-person tasks.

• Prepare and coordinate biweekly payroll, ensuring timely and accurate submission of payroll and taxes.

• Interface with legal counsel, accountants/bookkeepers, payroll providers, HR, and studio managers.

• Oversee employee onboarding and offboarding processes, maintaining confidential compliance documentation.

• Monitor business licenses, insurance renewals, compliance obligations, and corporate deadlines.

• Take meeting notes and align leadership on quarterly goals and operational advancements.

• Manage vendor relationships and oversee special projects from start to finish.

• Support brand expansion, studio openings, recruitment processes, invoice handling, and procurement activities.

• Address low-volume customer inquiries regarding digital course offerings.

• Maintain company standard operating procedures and collaborate on AI-driven process automation initiatives.

• Organize event schedules, budgets, vendors, rentals, and supplies for community events and the private venue in Venice.

• Distribute invitations, monitor RSVPs and guest lists, and coordinate communications within the community.

• Handle administration for short-term residential rental properties.

• Conduct research and propose speaking engagements, conferences, podcasts, and media opportunities.

• Maintain speaker bios, headshots, presentation materials, and web content.

• Manage the content calendar and publishing schedule for the personal brand.

• Source and coordinate with apparel manufacturers, suppliers, and pattern makers; oversee sample production and timelines.

• Assist with go-to-market strategies, social commerce research, and logistics for photoshoots.

⛳️ Requirements

• 3–4+ years of experience as an Executive Assistant, Operations Manager, or in a similar operational role, preferably supporting a founder, principal, or CEO directly.

• Outstanding organizational skills with a proven track record in managing payroll, tax, and regulatory deadlines effectively.

• Highly proficient in translating voice notes and brief, high-level messages into structured, prioritized action plans.

• Excellent conversational interpersonal abilities combined with a high level of discretion, confidentiality, and sound professional judgment regarding compensation and personnel issues.

🏝️ Benefits

• Competitive salary and performance-based incentives.

• Opportunities for professional development and career advancement.

• Flexible work environment and schedule.

• Access to health and wellness programs.

• Engaging team culture and community involvement.