Location / Area: Remote (South Africa)
Job Type: Full-Time (EST Hours)
Salary/Hourly Rate: Market Related
Applications Close On: Open Until Filled
Overview
Our client is seeking a high-performance Executive Assistant & Project Coordinator to support a Director of Business Intelligence in a fast-paced, multi-entity environment.
This is not a traditional Executive Assistant role. The successful candidate will act as a strategic extension of senior leadership — managing executive priorities, coordinating projects, and ensuring smooth operational execution across teams and systems.
This role is ideal for a highly organised, proactive individual who thrives in a dynamic, high-volume environment and can bring structure, accountability, and efficiency to complex workflows.
Working Conditions
- Working Hours: Monday – Friday | 9:00 AM – 6:00 PM EST (3:00 PM – 12:00 AM SA time, subject to daylight savings)
- Public Holidays: Required to work on both South African and U.S. public holidays (compensation applicable as per BCEA)
- Work Environment: Fully remote
Responsibilities
Executive Support
- Manage a high-volume inbox, prioritising and summarising key actions
- Coordinate and manage a complex, fast-moving calendar
- Proactively manage scheduling conflicts and protect executive time
Project Coordination
- Attend project kick-offs and capture structured notes
- Convert discussions into actionable project plans and task boards
- Track progress across multiple teams and entities
- Follow up on deliverables, identify risks, and ensure accountability
Meetings & Documentation
- Capture clear meeting notes and action items
- Prepare summaries and reports for team visibility
- Assist in drafting scope-of-work documentation
Operational Support
- Manage recurring operational and reporting tasks
- Support CRM systems and data-related administration
- Assist with reporting and data extraction processes
- Identify opportunities to improve efficiency and reduce workload for technical teams
Systems & Tools
- Work across multiple systems and platforms
- Learn and adopt new tools as required
- Troubleshoot and resolve issues independently where possible
Requirements
- Proven experience in an Executive Assistant, Project Coordinator, or similar role
- Experience working in a fast-paced or technical environment
- Strong organisational and time management skills
- Advanced proficiency in Microsoft Excel (formulas required; pivot tables advantageous)
- Excellent communication and coordination skills
- Ability to manage multiple priorities and deadlines
- High level of professionalism, confidentiality, and attention to detail
- Ability to work independently and proactively
Advantageous
The Tools You’ll Use:
- ClickUp | Microsoft Outlook | Teams | Excel | OneNote | QuickBooks | HubSpot
Technical Requirements
- Fixed fibre internet connection (minimum 25 Mbps upload & download)
- Wired Ethernet connection
- Reliable power backup for load shedding or outages
Culture & Working Style
- Fast-paced and performance-driven environment
- Clear and direct communication style
- Collaborative and supportive team culture
- Regular virtual meetings and cross-team engagement
Growth Opportunity
This role offers strong potential to grow into a Project Coordination or Project Management position, with opportunities to lead and manage teams as the business expands.
How to Apply
Click the Apply via Email button and kindly submit a fully updated CV, a recent photo, a one-page summary of your skills and experience, and a cover letter indicating your availability.
If you do not hear from us within ten days after the application closing date, please consider your application unsuccessful.on unsuccessful.
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