Executive Assistant&Operations Partner (Remote), Cape Town

Role Overview The Executive Assistant serves as the operational backbone for founders, CEOs, and senior leadership teams in fast-paced startup environments. This role goes beyond traditional administrative work—you’ll manage time, systems, and communication while anticipating needs before they arise, driving alignment across priorities, and enabling executives to focus on strategy, partnerships, and growth. This is a high-trust, high-autonomy position perfect for someone who thrives on solving operational challenges and is excited by the opportunity to scale into Chief‑of‑Staff–level responsibilities.

Your Impact Your efforts will maximize executive leverage by managing time, tasks, and communication with precision. You’ll build and maintain operational systems that enhance clarity and efficiency across the organization. Acting as a communication hub, you’ll ensure updates, deliverables, and follow‑ups never slip through the cracks. You’ll drive accountability through structure, tools, and proactive problem‑solving while continuously evolving operational workflows through automation and process improvement.

Core Responsibilities Executive Support&Communication (35%)

Manage executive calendars, inboxes, and priorities to ensure maximum productivity (aim for inbox zero)

Draft, proof, and send professional internal and external communications on behalf of leadership

Prepare meeting briefs, agendas, and follow‑ups ensuring executives are always context‑ready

Coordinate meetings with internal and external stakeholders across multiple time zones

Manage task lists and close 90%+ of delegated items within 48 hours

Track deadlines, commitments, and action items to ensure timely execution

Maintain proactive oversight of ongoing projects to ensure on‑time delivery

Operational Systems&Workflow Management (30%)

Maintain dashboards and documentation in Notion, Asana, and other internal tools

Create, update, and refine SOPs to improve consistency and operational efficiency

Build structure around recurring workflows through automation and process mapping

Monitor task completion and reduce recurring errors or missed deadlines

Streamline recurring workflows and support cross‑functional operational processes

Facilitate team communication, shared workspaces, and progress tracking systems

Support operations including vendor coordination and task management

Calendar, Travel&Administrative Coordination (20%)

Own complex calendar management including internal meetings, external calls, and priority‑based scheduling

Coordinate and book travel arrangements (flights, hotels, transportation) with detailed itineraries

Handle inbox triage: flag urgent messages, draft replies, file emails, and ensure nothing slips through

Support legal and administrative documentation (routing forms, signatures, deadline tracking)

Coordinate personal appointments, reservations, and occasional household/vendor support as needed

Protect executive time by managing schedule conflicts and ensuring adequate focus time

Research, Documentation&Strategic Projects (15%)

Conduct industry, competitor, and market research to support executive decision‑making

Compile concise briefs, summaries, and actionable insights from research

Manage internal communications such as weekly team updates and stakeholder notes

Research new tools and AI automations to improve operational speed and accuracy

Support reporting on performance metrics, market trends, and strategic opportunities

Identify potential issues early and propose proactive solutions

Assist with special projects including light due diligence and business development initiatives

Requirements Must‑Haves (Required)

Experience: 1‑2+ years as an Executive Assistant, Admin Specialist, Operations Partner, or supporting C‑level executives in fast‑paced environments

Executive Support: Proven ability to manage calendars, inboxes, and founder/CEO‑level communication

Communication: Excellent written and verbal English communication skills; clear, concise, and professional

Organization: Exceptional attention to detail, organization, and time management capabilities

Tech Proficiency: Comfortable with Google Workspace, Microsoft Office, and modern productivity tools

Proactive Mindset: Strong ownership mentality with ability to anticipate needs and take initiative

Discretion: High levels of confidentiality and professionalism when handling sensitive information

Remote Experience: Demonstrated ability to work remotely with leaders across time zones

Problem‑Solving: Ability to think critically, manage competing priorities with urgency and precision

Follow‑Through: Demonstrated reliability in completing tasks and meeting deadlines consistently

Nice‑to‑Haves (Preferred)

Bachelor's degree preferred

Background in healthcare, startups, AgTech, telecommunications, or project management

Experience building SOPs, internal systems, or operational documentation

Exposure to AI tools for automation and productivity enhancement

Familiarity with analytics, reporting, or data‑driven decision support

Experience supporting M&A, investor relations, or due diligence processes

Experience with CRM systems or project coordination tools

Basic spreadsheet skills (sorting, filtering, formulas like SUM, IF, VLOOKUP)

Prior startup or high‑growth company experience

Tool Proficiency– Must‑Haves (Required)

Email&Messaging: Gmail, Outlook, Slack, Microsoft Teams, WhatsApp

Calendar&Scheduling Tools

Google Workspace (Docs, Sheets, Drive, Calendar)

Microsoft Office Suite (Word, Excel, PowerPoint)

Zoom or equivalent video conferencing platforms

AI Tools: ChatGPT, Claude, Perplexity, or similar AI assistants

Nice‑to‑Haves (Preferred)

Project Management: Notion, Asana, Trello, ClickUp, Airtable

Automation: Zapier or similar workflow automation tools

CRM Platforms: Pipedrive, HubSpot, Salesforce, ConnectWise

Finance: QuickBooks or similar bookkeeping tools

E‑commerce: Amazon Seller Central, Shopify

Communication: Loom for video messaging

LinkedIn for professional networking and outreach

Benefits

Competitive Salary: Based on experience and skills

Remote Work: Fully remote— work from anywhere

Generous PTO: In accordance with company policy

Direct Mentorship: Access to global industry leaders

Learning&Development: Continuous growth resources

Global Networking: Work with international teams

Health Coverage (Philippines only): HMO after 3 months (full‑time)

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