Executive Assistant (SA) - 13591

Somewhere


Date: 6 hours ago
City: Cape Town, Western Cape
Contract type: Full time
Remote
Job Name: Executive Assistant

Full-time (40 hours/week) - Must work Eastern Time (9 AM - 5 PM EST)

Salary Range: $1000 - $2000

South Africa and LatAm

The EA will support up to three founders, not just Kat. This is a senior-level EA role that blends classic executive support with office operations, vendor coordination, and light project management.

🔧 Key Responsibilities:

  • Manage inboxes: triage, respond, escalate, and follow-up independently
  • Coordinate all calendars (business and personal for up to 3 founders)
  • Organize meetings, prep materials, agendas, and capture action items
  • Book domestic and international travel (incl. using points)
  • Maintain confidentiality and handle sensitive information
  • Office management duties:
    • Manage snack and supply inventory via services like Instacart
    • Coordinate with onsite contacts to maintain office needs
  • Vendor coordination:
    • Communicate with third-party vendors, follow up on deliverables, and track timelines
  • Project management:
    • Support founders with research, small projects, and multi-department coordination
    • Take initiative to move tasks forward without constant oversight
  • please see clients decryption:
  • Executive Assistant Functions:
    • Administrative Support: Manage executive calendars, coordinate appointments, and schedule meetings with internal and external stakeholders.
    • Meeting Coordination: Organize and prepare materials for meetings, including agendas, presentations, and follow-up action items; take detailed meeting minutes and ensure tasks are completed on time.
    • Travel Arrangements: Plan and coordinate domestic and international travel, including booking flights, accommodations, transportation, and itineraries.
    • Project Assistance: Assist with special projects, research tasks, and ad hoc administrative duties to support strategic initiatives.
    • Confidentiality: Maintain discretion and handle sensitive information with the highest level of confidentiality.
    • Office Management: Support office operations as needed, including event planning, organizing supplies, and liaising with vendors.
🧠 Ideal Candidate Profile

Must-Have Soft Skills

  • Strong critical thinker and self-starter
  • Excellent written and verbal communication (client-facing)
  • Takes full ownership of tasks
  • Capable of “managing up” - proactively informs, reminds, and follows through with updates
  • Thrives under pressure and in fast-paced environments
  • Organized, detail-oriented, resourceful
  • Highly responsive, with a strong sense of urgency

Must-Have Hard Skills

  • Strong in Gmail and Google Suite
  • Proficient in Slack and Asana
  • Experience coordinating across multiple founders or executives
  • Proven ability to manage vendors and office support tasks

Nice-to-Have

  • Background in project management, event planning, or office coordination
  • Experience in media, marketing, or fast-growing startup environments
  • Worked in small-mid companies (40-100 people)
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