Executive Assistant

• Manage daily Instagram direct message conversations with prospective clients.
• Engage with followers, story viewers, post interactions, and inbound leads.
• Build rapport and qualify prospects for coaching services.
• Book appointments and discovery calls for the founder.
• Track leads, conversations, and follow-up activities.
• Assist with client administration and general business support.
• Schedule and publish social media content across various platforms.
• Perform light content editing, including captions, text overlays, trimming, and formatting.
• Maintain organised records, documents, and operational systems.
• Provide proactive support to ensure smooth day-to-day business operations.

DM Setter, Personal Assistant

• Coordinate and manage scheduling for client appointments, meetings, and project timelines.
• Update and maintain scheduling systems to reflect accurate availability and bookings.
• Communicate with clients and internal teams to confirm schedules and address changes.
• Monitor and resolve scheduling conflicts to optimize resource utilization.
• Maintain accurate records of schedules and related communications.
• Provide administrative support related to scheduling activities as needed.

Personal Assistant

• Act as the primary professional client contact point; manage end-to-end client on-taking workflows, process feedback from briefing documents, execute rigorous follow-ups, and coordinate strategic briefing meetings.
• Manage direct, hands-on communication with accounting partners (BDO) and other service providers to execute a tax cleanup and oversee the formal closure of dormant entities.
• Handle end-to-end incoming and outgoing invoicing, execute ongoing expense management, and collaborate with tax service providers to maintain absolute compliance.
• Source, vet, and book on-site event teams (including Makeup Artists and Videographers); source and thoroughly vet a Cape Town-based Social Media Manager possessing a specialized corporate and finance background.
• Maintain complete oversight of schedules by being systematically copied on calendars and emails; execute inbox consolidation, manage extensive office administration, and coordinate local and national travel bookings strictly aligned with the Principal's preferences.
• Oversee administrative outputs for branding initiatives, including managing print production orders and logistics with high-end suppliers (e.g., Hot Ink).

• Own the CEO’s calendar, priorities, weekly planning rhythm, and daily execution check-ins
• Convert 'brain dumps' into structured tasks, owners, deadlines, and follow-ups
• Drive cross-business execution: unify plans, remove blockers, and keep momentum through rapid pivots
• Maintain a weekly portfolio scorecard (marketing, sales KPIs, project milestones, risks, next actions)
• Partner with key operators/partners (Ops, Sales, and Deal partners) to track commitments and accountability
• Coordinate across time zones and teams
• Support light investor/client communication

Chief Executive Assistant

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Executive Assistant – Managing Director

• Organize and manage all aspects of board, committee, and EXCO preparation
• Prepare and submit all statutory filings, annual returns, regulatory notifications, and government fees
• Maintain and manage an entity management system or “data room”
• Support, embedding, and ongoing maintenance of a risk management framework across the business

Manager – Company Secretary

• Manage incoming leads from marketing channels
• Track all inquiries within the CRM (GoHighLevel)
• Ensure leads are properly categorized and updated
• Collect initial information from prospective clients
• Schedule consultations between the attorney and prospective clients
• Maintain accurate CRM records and lead history
• Follow up with prospective clients via email, text, and phone
• Maintain structured follow-up timelines for leads
• Confirm appointments and ensure clients have required information
• Manage meeting scheduling and calendar coordination
• Organize client-related communications and reminders
• Review incoming emails and identify messages requiring attention
• Assist with mass email campaigns and automate emails
• Support administrative organization of the practice

Executive Virtual Assistant – CRM, Lead Management, Administrative Support – Legal Industry

• Manage executive email accounts and complex calendars, ensuring a maximum two-hour turnaround time on crucial business inquiries to maximise B2B conversion rates.
• Proactively identify manual administrative bottlenecks and utilise AI tools (such as ChatGPT and Claude) to build automations, generate social media assets, and streamline operational outputs.
• Monitor team compliance with established Standard Operating Procedures (SOPs) within ClickUp, tracking project deliverables and maintaining operational momentum.
• Field initial B2B corporate inquiries manually and actively assist the founder in selecting, structuring, and implementing a formal corporate CRM system.
• Assist with the administrative, research, and logistical frameworks required to support the organisation’s ongoing market entry into the United Kingdom.
• Prepare cross-border payments, manage routine administrative records, and facilitate smooth communication with external specialised marketing and logistics agencies.

Part-time Executive Assistant

• Coordinate and manage the full intake process from start to finish
• Communicate professionally and compassionately with families, providers, and staff
• Collect and maintain required intake documentation and records
• Schedule appointments and coordinate intake-related activities
• Follow up with families and providers to ensure timely completion of intake requirements
• Maintain accurate records, workflows, and intake tracking documentation
• Ensure all cases move efficiently through intake and onboarding processes
• Follow company processes and workflows accurately
• Manage multiple clients, schedules, and administrative tasks simultaneously
• Support additional intake coordination and administrative tasks as required

Virtual Assistant, Intake Specialist

• Monitor and manage incoming calls, emails, and voicemails
• Review tenant requests via property management system
• Coordinate non-emergency maintenance requests with vendors
• Route inquiries to appropriate departments or personnel
• Maintain organized records of communications and requests
• Ensure timely responses to tenants and stakeholders
• Review maintenance requests submitted via tenant portal
• Dispatch appropriate vendors for non-emergency issues
• Track progress and follow up on completion
• Maintain communication between tenants and vendors
• Manage CEO calendar and scheduling
• Coordinate travel arrangements
• Attend virtual meetings, courses, or trainings
• Transcribe meetings and summarize key points/action items
• Assist with administrative tasks for leadership

Office & Executive Assistant – Property Management

• Manage executive calendars, appointments, and meeting schedules
• Coordinate internal and external communications on behalf of leadership
• Organize meetings, prepare agendas, and take meeting notes when required
• Handle travel arrangements, accommodations, and expense reporting
• Prepare reports, presentations, and business documents
• Maintain confidential files, records, and sensitive information
• Assist with project coordination and follow-up on action items
• Screen and prioritize emails, calls, and requests for executives
• Support day-to-day administrative and operational tasks
• Collaborate with internal teams to ensure smooth workflow and communication

• Manage multiple inboxes and calendars across two companies
• Prioritize communications and flag urgent matters
• Draft and respond to emails on behalf of the executive
• Coordinate meetings, scheduling, travel, and follow-ups
• Organize tasks, action items, and ongoing priorities
• Prepare summaries and follow-up communications from recorded meetings and calls
• Assist in organizing systems, documentation, and internal workflows
• Use Claude and other AI tools to support operational workflows
• Improve AI-generated outputs to ensure professional, human-quality communication
• Help develop and maintain SOPs (Standard Operating Procedures)
• Identify opportunities to improve processes and operational efficiency
• Conduct business, vendor, and market research
• Evaluate software tools and operational alternatives
• Support due diligence and operational review processes
• Assist with relationship management and business development activities
• Help maintain project organization across multiple initiatives
• Anticipate needs and proactively solve problems
• Provide thoughtful feedback and recommendations
• Help the executive stay organized, focused, and accountable
• Gradually take ownership of recurring operational responsibilities
• Serve as a trusted operational partner over time

Executive Assistant – Strategic Operations Coordinator, AI, Salesforce

• Manage and support the diary, travel arrangements, and communications of executives
• Handle incoming correspondence, meeting preparation, and follow-up actions efficiently
• Communicate effectively with internal teams and external stakeholders across time zones
• Maintain accurate records of appointments, decisions, expenses, and confidential documents
• Use relevant tools such as Microsoft Office, Google Workspace, and Zoom
• Support the wider team with event coordination, reporting, and ad hoc administrative tasks
• Identify opportunities to streamline workflows and improve executive productivity

• Chat with travelers via WhatsApp to understand their preferences and deliver personalized recommendations
• Respond quickly and thoughtfully to incoming inquiries with initial responses landing within 10 to 20 minutes during your shift
• Handle special requests and ensure smooth communication between clients and hotels or vendors
• Maintain a calm, professional, and reassuring tone even when plans change at the last minute
• Research and recommend hotels, restaurants, and attractions using AI tools and reliable online sources
• Verify every detail including location, timing, currency, and amenities before confirming bookings
• Coordinate hotel reservations, car rentals, and travel logistics across multiple booking platforms
• Write and curate destination guides and travel recommendations that blend editorial polish with practical, on-the-ground insight
• Collaborate with the marketing team to highlight exceptional hotels and destinations for social content
• Stay current on travel trends, new openings, and hidden gems worth knowing about
• Think fast and find creative solutions when plans shift due to flight delays, cancellations, or unexpected changes
• Communicate clearly and calmly under pressure to maintain client confidence and satisfaction

Virtual Assistant, Travel Concierge

• Manage and support inbox management, calendar scheduling, and task coordination for busy professionals
• Handle data entry, document preparation, and general administrative duties efficiently
• Communicate effectively with internal teams and external stakeholders across time zones
• Maintain accurate records of tasks, meeting notes, action items, and correspondence
• Use relevant tools such as Microsoft Office, Google Workspace, Zoom, Slack, and Notion
• Support the wider team with research, travel bookings, report preparation, and ad hoc tasks
• Identify opportunities to improve workflows and reduce administrative burden on the team

Virtual Assistant

• Provide administrative support to property agents and the wider property team.
• Manage diaries, appointments, meetings, and property viewing schedules.
• Assist with onboarding new property sites and developments.
• Upload and maintain property listings across online platforms and internal systems.
• Coordinate and organise property documentation, contracts, and compliance records.
• Respond to client, tenant, and supplier enquiries via phone and email.
• Liaise with contractors, property managers, and external stakeholders when required.
• Maintain accurate records and update CRM/property management systems.
• Assist with preparing reports, presentations, and marketing materials.
• Support the team with general administrative duties and operational coordination.
• Ensure excellent communication and professional service standards at all times.

Property Virtual Assistant

• Manage and prioritise executive email communications, coordinate calendars, meetings, travel arrangements, and provide administrative support.
• Act as a traffic coordinator, managing project flow between the executive, creative team, and external service providers.
• Obtain detailed project briefs and clarify requirements with stakeholders before briefing suppliers.
• Source and obtain quotes from service providers, prepare initial cost estimates, and assist with project budget tracking.
• Assist with report preparation, presentations, and maintain organised records of briefs, quotes, and project documentation.
• Coordinate timelines and ensure marketing deliverables are completed on schedule, providing regular project updates and progress reports.
• Collaborate closely with the executive to ensure operational efficiency and reduce administrative bottlenecks.

Executive Assistant – Traffic Coordinator

• Provides high-level administrative support to the Chief Operations Officer for Group Technology and Transformation
• Manages complex diaries, coordinates meetings and travel, and handles confidential information
• Supports office operations
• Organises complex travel plans and itineraries (local and international) and compiles documents for travel-related meetings
• Facilitates visas, forex and booking as well as logistics
• Responsible for office infrastructure including ordering stationery and developing an efficient filing system
• Collates reports, business presentations, drafts correspondence, and takes minutes for meetings chaired by Executives
• May manage a budget or significant spending on a budget and ensures the sign-off and processing of supplier invoices
• Supports procurement of assets and relevant documentation for new hires reporting into Executive Managers

Executive Personal Assistant

• Manage a complex global diary, orchestrating appointments across multiple time zones with precision.
• Draft and format technical proposals and reports using established templates within the Microsoft 365 suite.
• Execute daily tasks independently, managing a workflow where priorities are set for the following business day.
• Handle professional email correspondence with high-profile clients, maintaining a polished and discreet tone.
• Monitor deadlines for active consulting bids and ensure all supporting documentation is accurate and submitted on time.
• Provide occasional assistance with marketing materials and graphic formatting for presentations.

Virtual Assistant, PA

• Collect and confirm availability for interview time blocks provided by the TA Lead.
• Send templated scheduling emails to candidates (if applicable) or internal reminders for the TA Lead.
• Create and send calendar invites for all interviews and follow-up meetings.
• Track and manage any reschedules or cancellations, updating all relevant calendars and ATS records.
• Maintain up to date candidate records in the ATS, including full documentation of candidate information, notes, and interview outcomes.
• Update candidate stages after key recruiting activities ( screens, DZs, interviews) to maintain pipeline accuracy.
• Ensure all required fields are completed for every candidate record.
• Organize candidate files, documents, and notes for clarity and accessibility.
• Follow standardized checklists for data entry to maintain consistent formatting and accurate reporting.
• Prepare standardized candidate profile summaries for the TA Lead using a structured template.
• Pull and consolidate relevant information from resumes, notes, and past communications.
• Ensure profiles are clean, consistent, and ready for review to reduce prep time for the TA Lead.
• Review and flag any missing or inconsistent information for clarification before submission.
• Monitor inbound candidate applications through Manatal and its AI scoring system.
• Identify candidates that meet minimum score thresholds for consideration by the TALead.
• Initiate templated screening invitations and coordinate scheduling directly into the TA Lead’s calendar.
• Update ATS records with candidate progress and ensure accurate tracking of inbound pipelines.
• Follow structured checklists to maintain consistency across multiple applications and roles.
• Follow all defined workflows and standard operating procedures for recruitment administration.
• Ensure all repetitive or time-sensitive recruiting tasks are completed accurately and on schedule.
• Provide regular updates to the TA Lead on outstanding tasks, bottlenecks, or discrepancies.
• Maintain a clean, organized record of all completed activities for reporting and audit purposes.
• Use pre approved templates for any candidate and internal communications (interview scheduling, re-scheduling)
• Keep a library of standard templates and checklists up-to-date for efficiency and compliance.
• Assist in generating reports from the ATS or other recruitment systems as requested by the TA Lead.
• Ensure data is accurate, up to date, and formatted according to reporting requirements.
• Flag anomalies, trends, or errors that could affect recruitment decisions.

See all jobs on JobTailor

DM Setter, Personal Assistant

Personal Assistant

Executive Assistant

Chief Executive Assistant

Executive Assistant – Managing Director

Manager – Company Secretary

Executive Virtual Assistant – CRM, Lead Management, Administrative Support – Legal Industry

Part-time Executive Assistant

Virtual Assistant, Intake Specialist

Office & Executive Assistant – Property Management

Executive Assistant

Executive Assistant – Strategic Operations Coordinator, AI, Salesforce

Executive Assistant

Virtual Assistant, Travel Concierge

Virtual Assistant

Property Virtual Assistant

Executive Assistant – Traffic Coordinator

Executive Personal Assistant

Virtual Assistant, PA

Virtual Assistant, Recruitment Support