iSTA Solutions

Executive Assistant, Project Coordinator

iSTA Solutions

full-time

Posted on:

Location Type: Remote

Location: South Africa

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About the role

  • Manage a high-volume inbox, prioritising and summarising key actions
  • Own a fast-moving calendar with frequent changes and competing priorities
  • Proactively protect the Directors time and manage scheduling conflicts
  • 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
  • Capture clear, structured meeting notes and action items
  • Produce summaries for team visibility
  • Support creation of scope-of-work documentation before project initiation
  • 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
  • Learn and take ownership of new tools as required
  • Work across multiple platforms and troubleshoot independently where possible

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
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
Exceladvanced formulaspivot tablesproject coordinationproject managementtask trackingworkflow management
Soft Skills
organisedattention to detailcommunicationproactiveresourcefulindependent workdiscipline