Executive Assistant – South Africa - Freelance, Remote

The Impact you’ll make

• Own calendar, inbox, time-blocking, and prioritization across companies and personal matters
• Deliver concise end-of-day summaries (completed, pending, blockers/needs) and maintain closed-loop communication
• Anticipate conflicts, surface tradeoffs, and create weekly cadences that reduce decision fatigue

• Schedule, confirm, and prepare meetings with clear agendas, briefs, and pre-reads; ensure follow-ups and action items are captured and closed
• Act as proxy in Slack, Gmail, Calendar, Asana, and HubSpot to keep commitments moving without the founder’s intervention
• Maintain signal-to-noise in communications; proactively filter, draft, and respond where appropriate

• Use AI daily to conduct market/partner/hiring research and summarize financial/newsletter content into one-pagers and executive briefs
• Build option sets and recommendation memos with pros/cons and next-step proposals
• Maintain a knowledge base of insights, templates, and repeatable processes

• Review resumes, coordinate interviews, manage candidate communications, and maintain a clean pipeline
• Conduct preliminary screens; use AI to structure interview guides and summaries
• Produce clear recommendation packets with calibrated assessments and next-step plans

• Book domestic/international travel, hotels, and on-the-ground logistics
• Make personal phone calls (e.g., to clinics/doctors) and manage personal scheduling discreetly
• Ensure smooth end-to-end execution and contingency plans

Skills, Knowledge and Expertise

• Proven Executive Assistant experience supporting U.S.-based founders/C-suite (ideally 5–8+ years; fewer years acceptable with clear evidence of senior judgment)
• Documented success operating in U.S. PST hours, with rapid responsiveness and high throughput
• Practical, daily AI fluency (research, synthesis, drafting, prioritization, decision support)
• Demonstrated judgment under ambiguity and proactive, closed-loop communication
• South Africa-based with exceptional written and spoken English
• WFH Set-Up:
  • Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.
  • Internet speed of at least 40MBPS
  • Headset with an extended mic that has noise cancellation and a webcam
  • Back-up computer and internet connection
  • Quiet, dedicated workspace at home

• Technical: Google Workspace (Gmail, Calendar, Docs, Sheets), Slack, iMessage, WhatsApp; Asana and HubSpot familiarity; strong email and calendar operations; AI tools for research/summarization/decision prep
• Operational: systems-thinking; building lightweight, scalable workflows; mastering follow-through and deadlines
• Analytical: clear synthesis, financial/newsletter summarization, options/recommendations with tradeoffs
• Communication: crisp writing, executive briefings, confident stakeholder management
• Personal: high trust, discretion, reliability under pressure, continuous improvement mindset, bias for action

• You think like a founder’s proxy and enjoy making high-quality decisions with imperfect information
• You are anticipatory, fast, and calm—closing loops without creating follow-up work for others
• You love building simple systems that scale and using AI to do in hours what used to take days
• You’re energized by multitasking across business and personal domains and take pride in craftsmanship and confidentiality
• You thrive in a high-velocity environment and measure yourself by the leverage you create for the executive

• Remote position
• Must have a reliable internet connection and a quiet workspace
• Required to provide own computer with Intel Core i5 or something similar or higher operating system

• 40 hours per week
• Monday to Friday 9:00 AM–5:00 PM Pacific Time

• $15 per hour
• No benefits package included