Executive Assistant

Executive Assistant

South Africa (Remote) | Full-Time | Permanent | Business Consulting & Professional Services

Placed by Hotsourced – connecting top South African talent with world-class global companies

Are you an experienced Executive Assistant who enjoys partnering closely with founders and senior leaders in a fast-paced, entrepreneurial environment? We're partnering with an ambitious, growing business looking for a proactive, AI-first Executive Assistant who can become a trusted extension of the founder, taking ownership of executive operations while helping create more time for strategic priorities.

Our client is a dynamic SME with an innovative mindset, seeking someone who thrives on solving problems, driving projects forward, and representing leadership professionally. This is an exciting opportunity for someone who enjoys combining executive support, operational coordination, project ownership, and modern AI tools to make a measurable impact.

The Opportunity

This is much more than a traditional Executive Assistant role. You will become the CEO's trusted partner, helping manage priorities, coordinate projects, improve operational efficiency, and represent the business professionally across internal and external stakeholders.

The successful candidate will be highly organised, commercially aware, and confident taking ownership. You'll proactively remove administrative and operational workload from the CEO, allowing them to focus on growing the business while ensuring key initiatives continue moving forward.

Key Responsibilities

Executive Support & Calendar Management

Proactively manage the CEO's calendar, meetings, and daily priorities.

Take ownership of scheduling, diary management, and executive coordination.

Prioritise incoming requests and ensure the CEO remains focused on strategic work.

Prepare meeting agendas, briefing notes, and follow-up actions.

Coordinate travel, logistics, and executive administration where required.

Project & Operations Coordination

Take ownership of delegated projects from planning through execution.

Track deliverables, deadlines, and stakeholder accountability.

Coordinate activities across multiple internal and external stakeholders.

Create systems and workflows that improve operational efficiency.

Continuously identify opportunities to buy back time for the CEO.

Stakeholder & Client Management

Professionally represent the business on behalf of the CEO.

Coordinate communications with clients, partners, and suppliers.

Attend meetings where appropriate and ensure actions are completed.

Build strong relationships while maintaining excellent client service.

Systems, AI & Productivity

Utilise AI tools to streamline administration, research, communication, and project management.

Work confidently with ChatGPT and other AI platforms to improve productivity.

Maintain CRM records using Pipedrive.

Manage documentation within Google Workspace.

Develop repeatable workflows and automations that improve efficiency.

What We're Looking For

Required Experience

Minimum 4 years' experience as an Executive Assistant, Project Manager, Senior Operations Manager, or similar role.

Experience supporting founders, CEOs, or senior executives.

Previous experience within SMEs or startup environments.

Proven ability to independently manage multiple priorities.

Experience coordinating projects and executive operations.

Skills & Competencies

Exceptional written and verbal English communication skills.

Neutral English accent with excellent professional communication.

Outstanding organisational and time management skills.

Strong stakeholder management and relationship-building ability.

High attention to detail and proactive problem-solving.

Commercial awareness with the confidence to make decisions independently.

Advanced proficiency in Google Workspace.

Experience using Pipedrive CRM or similar CRM platforms.

Strong understanding of AI tools and productivity software.

Ability to handle confidential information with discretion.

Nice to Have

Experience supporting high-growth startups or founder-led businesses.

Exposure to operational improvement initiatives.

Project coordination or Chief of Staff experience.

Experience implementing AI workflows or automation tools.

Passion for continuous improvement and process optimisation.

Work Schedule

Monday to Friday

German Business Hours (GMT): 08:00 – 17:00 GMT

South Africa Standard Time (SAST): 10:00 – 19:00 SAST

Fully remote with regular virtual collaboration.

Flexibility may occasionally be required to support business priorities.

What We Offer

Competitive salary aligned with experience and the South African market.

Fully remote working environment.

Opportunity to work directly alongside an ambitious founder.

Significant ownership and autonomy within the business.

Exposure to strategic decision-making and business growth.

Collaborative, entrepreneurial, and supportive culture.

Opportunity to implement AI-driven operational improvements.

Long-term career growth within a scaling international business.

Why Join This Opportunity?

This is an exciting opportunity to become the trusted right hand to an ambitious founder. You'll have genuine ownership, the chance to influence how the business operates, and the opportunity to leverage AI and modern technology to make a meaningful impact every day. If you enjoy creating structure, driving projects forward, and enabling executive success, this role offers excellent long-term career development.