RecruitMyMom

Financial Planning and Analysis

• Calendar Management
• Manage and maintain calendars, including scheduling meetings, appointments, and reminders
• Proactively resolve scheduling conflicts
• Email Inbox Management
• Monitor and manage the inbox, prioritising and responding to emails
• Draft and send professional correspondence on behalf of the client
• Organise emails into folders and maintain inbox efficiency
• Invoicing & Payments
• Prepare and issue monthly invoices
• Track payments and follow up on outstanding invoices when required
• Maintain accurate financial records and reports
• General Administrative Support
• Book flights, accommodation (including Airbnbs), and other travel arrangements as needed
• Assist with general administrative tasks and ad-hoc requests
• Maintain organised digital files and documentation

Financial & Admin Assistant

Sales

• Drive consistent product revenue by managing inbound demand, executing high-activity outbound campaigns, and ensuring fast, accurate order fulfillment
• Conduct outbound prospecting to schools, districts and agencies
• Execute targeted email and LinkedIn outreach campaigns
• Follow up on inbound leads and enquiries
• Schedule and lead virtual product demonstrations and webinars
• Prepare quotes and provide tailored product recommendations
• Manage opportunities, activities and notes within the CRM
• Achieve quarterly and annual product revenue targets
• Execute segmented outbound campaigns by industry or programme focus
• Manage and track all product-related leads
• Respond to inbound enquiries within 24 hours
• Convert qualified leads into quotes and confirmed orders
• Respond to product enquiries promptly and professionally
• Manage procurement lists, compliance documentation and order processing
• Prepare estimates and process customer orders
• Track deliveries and provide proactive customer updates
• Confirm delivery and gather post-sale feedback
• Develop in-depth knowledge of STEM product offerings
• Stay informed on product updates and industry trends
• Support development of product proposals
• Collaborate with Sales and Marketing on campaigns and messaging

Sales and Fulfillment Specialist

Architect

• Responsible for creating detailed architectural drawings
• Collaborating with a larger team to deliver high-quality projects
• Producing spec documents out of the 3D model

Revit Draughtsman / Architect

Digital Marketing

• Set up, manage, and optimise digital marketing campaigns (email marketing, funnels, and paid campaigns where relevant).
• Use platforms such as Flodesk and Payhip and Paystack to manage email campaigns, track results, and improve performance for better conversions.
• Provide input on creative strategy and campaign optimisation.
• Design and develop digital marketing assets, including landing pages, opt-in pages, sales pages, and other design requirements.
• Create visually compelling graphics to support marketing campaigns and brand identity.
• Monitor campaign metrics and suggest improvements to increase engagement and conversions.
• Collaborate with the client across time zones, with flexibility to occasionally work international hours (6pm-8pm SA time, once every 3-4 months).

Digital Marketing Assistant

Executive Assistant

• Own task & priority management – Track CEO commitments, organise priorities, and ensure nothing falls through the cracks
• Manage a complex, multi-time-zone calendar – Coordinate meetings while protecting focused work time
• Coordinate international travel – Flights, accommodation, logistics, and scheduling
• Prepare meeting briefs & capture action items – Ensure follow-through and accountability
• Act as communication bridge – Liaise between the CEO and team members across countries and time zones
• Manage inbox & correspondence – Triage emails, draft responses, and surface priority items
• Maintain document systems - Keep Google Drive Structured, searchable and organised
• Maintain and update a Google Sheets-based performance dashboard across all employees
• Collect performance updates from team leads on a fortnightly cadence
• Prepare CEO-ready summaries highlighting who is on track, behind, and emerging trends
• Monitor probation timelines and ensure milestone check-ins occur
• Maintain organised employee documentation (contracts, role descriptions, KPIs)
• Support recruitment by helping define roles, post job ads, screen applications, and coordinate interviews

Executive Assistant, CEO

• Maintain accurate booking in Quickbooks for a service based business
• Prepare and send 5 to 10 client invoices per month
• Set up estimates and convert them to invoices once approved
• Track estimates vs. actuals and flag variances early
• Monitor project and client profitability
• Maintain contractor and associate records to support year-end 1099 reporting
• Create and apply standard expense guidelines, including GSA-related cost allowability guidance when needed
• Produce simple monthly reports and review trends with leadership

Part-time Finance and Billing Operations Manager

Administration

• Accurately capture and update fund performance data, manager profiles, and market intelligence into the central database.
• Cross-verify data entries against source documents (e.g., fact sheets and reports) to ensure 100% accuracy and consistency.
• Follow up with fund managers and industry partners via email and telephone to collect missing data or clarify information.
• Assist in the preparation of reports, newsletters, and administrative tasks related to the annual Symposium.
• Maintain an efficient digital filing system for all industry reports and sensitive commercial documentation.

Data Capture Administrator

• Manage scheduling, correspondence, and meeting coordination for the Director.
• Maintain and update organisational documentation, records, and files.
• Prepare reports and project updates as required.
• Assist in planning, monitoring, and coordinating NGO projects.
• Track deliverables, timelines, and outcomes to ensure effective execution.
• Handle basic bookkeeping and financial record-keeping.
• Assist with expense tracking, budget monitoring, and reporting.
• Ensure documentation is organised, accessible, and up to date.
• Provide logistical support for events, workshops, and outreach initiatives.
• Serve as a reliable point of contact for the Director and external partners.

Personal Assistant

• Perform daily data capturing and allocations on bank accounts for three company entities
• Complete banking processing by 16:00 daily for management reports to run
• Handle monthly depreciation accruals
• Process journals from payroll to various departments (two full days of work per month), ensuring completion between the 12th–15th of the following month
• Manage high-volume transactions for entity A: Average 1,470 banking transactions per month
• Average 560 debtor and creditor payment transactions per month
• Manage transactions for entity B and C: Average 630 transactions per month
• Average 20 debtor and creditor payment transactions per month

Financial Data Capturer

• Plan, set up, manage, and optimise Google Ads campaigns to drive qualified leads and conversions.
• Monitor campaign performance, budgets, and ROI, making data-driven adjustments to improve results.
• Conduct keyword research, audience targeting, and A/B testing of ad copy and landing pages.
• Provide regular performance reporting and insights, including recommendations for optimisation.
• Support broader digital marketing initiatives, including website traffic growth and lead generation.
• Collaborate with internal stakeholders to align campaigns with business and compliance messaging.
• Ensure all digital marketing activity complies with brand guidelines and regulatory requirements.

Part-time Digital Marketing Specialist

Lead Generation

• Follow up with inbound and outbound leads via phone and email
• Manage and update client CRM systems (Follow Up Boss experience highly advantageous)
• Maintain accurate records and ensure smooth database management
• Build rapport with US-based clients using your strong communication skills
• Deliver consistent, professional, and results-driven support

Sales and Lead Generation Assistant

• Manage day-to-day requests, reminders, and workflows for both founders
• Maintain clear weekly and daily priorities
• Filter, structure, and delegate tasks to reduce operational noise
• Moderate and organize the founders’ inboxes
• Prioritize messages, draft replies, and follow up on action items
• Ensure communication flows smoothly and nothing falls through the cracks
• Maintain a clean and structured system for emails and documents
• Handle general operational tasks including website updates, insurance handling, and vendor coordination
• Support with document management, contracts, online tools, subscriptions, and company data
• Set up and maintain standard operating procedures (SOPs)
• Coordinate logistics, scheduling, and ad-hoc administrative needs
• Record bills & receipts in the finance system
• Track invoices and follow up on overdue payments
• Support payment preparation (weekly)
• Coordinate with the accounting firm on quarterly tasks and yearly tax filing (Jahresabschluss)
• Prepare simple financial summaries or data extracts for management
• Maintain dashboards and data sources for KPIs
• Support with investor updates and monthly/quarterly reporting packages
• Gather and clean data from finance, CRM, product, or operations sources
• Prepare structured materials for leadership reviews

Executive Assistant – Finance & Operations

• Manage email across multiple inboxes (up to 8) for different business operations.
• Create and maintain SOPs and process documentation.
• Support systems setup, research, and implementation.
• Implement and manage project management tools (Trello, ClickUp, Asana).
• Manage diaries and calendars efficiently.
• Assist with e-Commerce operations as required.
• Input and maintain reporting and financial data (capturing information into Xero).
• Assist with basic design tasks and document formatting (Canva, WordPress — advantageous).
• Proactively suggest improvements to workflows and systems.

Part-time Personal Assistant

Business Development Rep

• This is a remote position.
• A property leasing company based in the UK is seeking a motivated and experienced sales candidate with a positive "can-do" attitude and a strong work-hard-play-hard mindset to join their small commercial team.
• This is an excellent opportunity for an individual who is enthusiastic about contributing to the growth of the business.
• You will spearhead the outbound lead generation process, engaging in various lead generation activities, including:
• Initiating contact with potential clients to understand their current needs and situations.
• Showcasing their services whenever feasible.
• Actively cultivating a robust property management network.
• Reaching out to our existing client base, offering continuous partner relationship management.
• In addition to actively shaping the Business Development role within the organisation, this position provides a unique opportunity to contribute to various lead generation methods and overall pipeline management.

Appointment Setter – Business Developer

Social Media Manager

• Manage emails: respond, flag, and follow up as required.
• Update and maintain CRM systems.
• Schedule and coordinate meetings, including Zoom sessions for podcast recordings.
• Send calendar invites and ensure clear, professional communication.
• Design and produce social media graphics, brochures, and event images using Canva.
• Create and publish engaging content across platforms, with a focus on LinkedIn.
• Maintain newsletters and grow the company’s online network.
• Collaborate with the founder to develop innovative content strategies.
• Use Mailchimp to design and distribute newsletters.
• Manage Eventbrite events: scheduling, ticketing, and attendee coordination.
• Support podcast production logistics, ensuring smooth scheduling and communication.