Executive Assistant&Project Coordinator - EST Hours (Remote), Soweto

ISTA Personnel Solutions

is a dynamic and fast‑growing BPO company. We are not a recruitment agency. We partner with international US clients and integrate our staff members directly within our clients' operations. We focus on long‑term placements where you contribute directly to the client's success.

About The Role We are seeking a high‑performance

Executive Assistant / Project Coordinator

to support the Director of Business Intelligence in a fast‑moving, complex, multi‑entity environment.

This is not a traditional EA role. You will operate as a critical extension of a senior BI leader— managing executive workload, coordinating cross‑functional delivery, and bringing structure to a high‑volume, multi‑system environment.

The role exists to free up senior technical capacity and ensure operational execution across projects, systems, and stakeholders. PLEASE NOTE:

Working Hours: Monday - Friday | 9:00 AM - 6:00 PM EST (3:00 PM - 12:00 AM South African time - subject to daylight savings)

Public Holidays: This role requires working on both South African and U.S. public holidays (compensation for SA public holidays in accordance with the BCEA)

Internet Requirements: A fixed fibre line with a minimum speed of 25 Mbps (upload&download) and wired Ethernet capability is mandatory. Applicants without a fixed fibre line cannot be considered

Power Backup: Reliable backup required to manage load shedding or outages. Applicants without a power backup cannot be considered

Work Environment: Fully remote

Key Responsibilities:

Executive Support

Manage a high‑volume inbox, prioritising and summarising key actions

Own a fast‑moving calendar with frequent changes and competing priorities

Proactively protect the Director's time and manage scheduling conflicts

Project Coordination (ClickUp)

Attend project kick‑offs, take structured notes, and convert discussions into ClickUp task boards

Track project progress across multiple teams and subsidiaries

Follow up on deliverables, flag risks, and ensure accountability

Meeting&Documentation Support

Capture clear, structured meeting notes and action items

Produce summaries for team visibility

Support creation of scope‑of‑work documentation before project initiation

Operational Support

Own recurring operational tasks currently performed by technical staff (e.g. weekly report extraction across multiple entities in QuickBooks)

Support CRM and data‑related administrative tasks (e.g. HubSpot updates and reporting)

Continuously identify and absorb repetitive workload from the BI team

Systems&Tools

Learn and take ownership of new tools as required

Work across multiple platforms and troubleshoot independently where possible

The Tools You'll Use:

ClickUp | Microsoft Outlook | Teams | Excel | OneNote | QuickBooks | HubSpot

Requirements:

Experience working in technology or similarly fast‑paced technical environments is a strong advantage

Prior exposure to project coordination or project management type work (e.g. tracking deliverables, managing workflows, cross‑team coordination)

Strong Excel skills (advanced formulas required - pivot tables advantageous)

Extremely organised with strong attention to detail

Comfortable in a fast‑paced, high‑volume environment

Strong communication skills and disciplined follow‑through

Proactive and resourceful— able to work independently once briefed

Experience with ClickUp or similar tools advantageous

Familiarity with QuickBooks and/or CRM systems advantageous

High level of confidentiality and professionalism

Comfortable supporting technical teams in an operational capacity

Culture&Working Style:

Fast‑moving environment with shifting priorities

Direct, clear communication style with emphasis on asking questions before acting

Collaborative and supportive team culture

Regular video‑based meetings and strong cross‑team engagement

Growth Opportunity: This role has strong potential to evolve into a Project Coordination / Project Management function over time, including the possibility of managing junior coordinators as the business scales.

If you are not contacted within 14 working days, please consider your application unsuccessful.

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