RecruitMyMom

Executive Assistant – Finance & Operations

RecruitMyMom

contract

Posted on:

Location Type: Remote

Location: South Africa

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Salary

💰 ZAR 45,000 - ZAR 50,000 per month

About the role

  • 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

Requirements

  • Proven experience as an Executive Assistant, Operations Assistant, BizOps coordinator, or similar role
  • Strong organizational and prioritization skills
  • Comfortable handling confidential information
  • Experience with bookkeeping or basic finance administration (Bookkeeping in Germany is a plus)
  • Strong analytical skills and comfort with spreadsheets
  • Excellent written communication and ability to structure information
  • Highly reliable, proactive, and able to work with minimal supervision
  • Experience with startups, founders, or fast-moving environments is a plus
  • Familiarity with tools such as Google Workspace, Slack, CRM systems, and accounting tools (e.g., Zoho, Xero, QuickBooks) is a plus
Benefits
  • High autonomy and ability to directly influence the founders’ productivity
  • Long-term collaboration with predictable weekly routines
  • Fully remote, asynchronous-friendly workflow
  • Exposure across operations, finance, reporting, and strategy
Applicant Tracking System Keywords

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

Hard Skills & Tools
bookkeepingfinance administrationdata analysisdocument managementtask delegationstandard operating proceduresinvoice trackingfinancial reportingKPI managementemail management
Soft Skills
organizational skillsprioritization skillswritten communicationreliabilityproactivityconfidentiality handlinganalytical skillsminimal supervisionadaptabilitycoordination