Executive Assistant

• Manage and coordinate executive calendars, including scheduling, rescheduling, and confirming meetings, appointments, and events across multiple time zones.
• Monitor and manage inboxes by prioritising emails, responding professionally on behalf of executives, and ensuring urgent matters are addressed promptly.
• Coordinate local and international travel arrangements, including flights, accommodation, transportation, itineraries, and last-minute changes.
• Prepare, edit, proofread, and organise documents, reports, presentations, proposals, and correspondence with a high level of accuracy and professionalism.
• Track tasks, deadlines, projects, and follow-ups to ensure smooth day-to-day operations and accountability across teams.
• Act as a gatekeeper and first point of contact for internal and external stakeholders, maintaining professional communication at all times.
• Handle confidential and sensitive information with discretion, integrity, and professionalism.
• Provide bookkeeping and administrative support, including invoicing, expense tracking, payment follow-ups, and maintaining accurate records.
• Support operational workflows by creating and maintaining systems, processes, SOPs, and digital filing structures.
• Coordinate virtual meetings, prepare agendas, take meeting notes, and follow up on action items.
• Assist with research, data collection, reporting, and project coordination as required.
• Liaise with clients, suppliers, and team members to ensure tasks and deliverables are completed efficiently.
• Utilise project management and communication tools such as Asana, ClickUp, Slack, Trello, Microsoft Teams, and Google Workspace to maintain workflow and collaboration.
• Anticipate executive needs, solve problems proactively, and ensure nothing falls through the cracks in a fast-paced remote environment.

Personal Assistant

• 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 (with escalation when needed)
• 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 (including St. Martin ground support and remote VAs)
• Support light investor/client communication (owners/investors, not guests)

Senior Executive Assistant

• Manage the administration of our custom site inspection app, auditing AI-drafted reports and finalizing project documentation.
• Coordinate live conversion projects by chasing contractors for progress updates, photographic evidence, and critical project data.
• Act as the primary point of contact for UK utility and energy providers, navigating complex processes and long hold times to secure meter relocations and new connections.
• Facilitate client communication via WhatsApp and email, gathering authorizations and providing project status updates.
• Maintain essential project paperwork, including valuation sheets, invoices, and schedules of work using our established templates.
• Master and maintain the internal company knowledge base, using it as a primary resource to solve problems independently before escalating to the Director.

Virtual Assistant – Property Operations

• Manage the founder's inbox and diary
• Handle recruitment and talent sourcing
• Conduct acquisition research and deal flow
• Maintain accurate recruitment and acquisition trackers
• Provide clear visibility of ongoing activity to the founder

• Manage the MD's calendar, schedule and daily priorities to ensure time and attention are directed effectively
• Track commitments, decisions and action items to ensure consistent follow-through
• Prepare agendas, briefing documents and meeting notes with clear action tracking
• Manage correspondence and stakeholder communication on behalf of the MD with discretion and professionalism
• Plan, coordinate and run meetings on behalf of the MD, including preparation, facilitation and post-meeting follow-through
• Coordinate research initiatives and team projects, ensuring clarity of brief, progress tracking and timely delivery
• Delegate and direct tasks across internal teams on the MD's behalf, ensuring accountability and follow-through
• Liaise with and oversee relevant team members to keep cross-functional workstreams aligned and on track
• Coordinate with internal teams and external stakeholders across multiple time zones to support the MD's engagements and obligations
• Maintain confidential records, contracts and documentation across shared systems
• Anticipate requirements and proactively resolve issues before they escalate

• Manage the client assessment process from intake through completion
• Send, track, and follow up on patient assessment forms and questionnaires
• Prepare documentation and templates prior to appointments
• Upload and organize completed reports and patient records
• Coordinate scheduling and communication with patients and referral partners
• Ensure all required materials are prepared before appointments
• Manage email inboxes and correspondence
• Coordinate appointments, meetings, and calendar management
• Assist with invoicing and billing administration
• Support workflow organization and task tracking
• Handle general administrative and executive assistant duties
• Coordinate occasional travel and personal administrative tasks
• Maintain awareness of healthcare privacy and compliance requirements
• Ensure documentation and workflows follow established procedures
• Identify potential issues and proactively recommend solutions
• Maintain accurate and organized records

Patient Coordinator – Executive Assistant, Psychology Practice

• Manage the principal's calendar, priorities, and daily workflow.
• Coordinate meetings, appointments, and travel arrangements.
• Monitor schedules and proactively remind the principal of upcoming commitments.
• Prepare meeting summaries, action items, and follow-up communications.
• Screen incoming requests and prioritize urgent matters.
• Act as the primary point of coordination for day-to-day executive support.
• Carry out due diligence and information gathering for business initiatives and investments.
• Solve problems independently by identifying the best available solutions.
• Conduct thorough research on vendors, products, services, and business opportunities.
• Source and compare suppliers, contractors, and specialist service providers.
• Present concise recommendations with pricing, timelines, pros and cons to enable informed decision-making.
• Provide operational support across the family office.
• Coordinate documentation, contracts, and administrative processes.
• Assist with opening financial and trading accounts, ensuring paperwork is completed accurately.
• Maintain organized records and confidential documentation.
• Support operational projects from planning through execution.
• Manage multiple projects simultaneously while keeping stakeholders informed.
• Coordinate with vendors, consultants, and external service providers.
• Track deadlines and ensure projects progress on schedule.
• Source highly specialized service providers when required.
• Coordinate travel, dining reservations, appointments, and lifestyle requests.
• Research and secure difficult-to-obtain reservations, services, or experiences.
• Handle personal errands and administrative tasks with professionalism and discretion.
• Anticipate personal needs and proactively provide solutions.
• Monitor pre-defined market alerts and notify the principal immediately when action may be required.
• Follow established procedures regarding trading thresholds and priority notifications.
• Escalate urgent matters until they receive a response.
• Support administrative requirements related to investment activities.

• Manage complex executive diaries, prioritising competing demands and deadlines
• Arrange all travel, accommodation and detailed itineraries for senior leaders
• Prepare high-quality board packs, executive reports and presentations
• Screen, draft and manage sensitive executive correspondence with full discretion
• Organise company events, off-sites and board meetings to the highest standard
• Act as key point of contact between executives and internal and external stakeholders

Executive Administrator

• Execute all core responsibilities professionally and to a consistently high standard
• Manage your workload effectively and meet all agreed targets and deadlines
• Communicate proactively and clearly with internal teams and external stakeholders
• Maintain accurate records and documentation in all systems
• Contribute to team improvement initiatives and best practice sharing
• Represent the organisation professionally at all times

• Manage and maintain the CEO's calendar and schedule
• Coordinate meetings and appointments across multiple stakeholders
• Prioritize and organize daily, weekly, and monthly commitments
• Schedule personal and professional appointments when required
• Monitor calendars and proactively identify scheduling conflicts
• Coordinate travel arrangements and itineraries when needed
• Support general administrative and organizational tasks
• Maintain clear communication and follow-up on action items
• Assist with inbox management and meeting preparation as required

• - Manage complex executive calendars, meetings, and shifting leadership priorities efficiently.
• - Coordinate domestic and international travel, itineraries, and accommodation arrangements.
• - Handle confidential communications, documentation, and administrative support with discretion.
• - Serve as a liaison between executives, internal teams, and external partners.
• - Prepare presentations, reports, agendas, and follow-up materials for executive meetings.

• Follow up on new inquiries generated through Facebook Ads and Google Ads.
• Contact leads via phone, SMS, WhatsApp, and email.
• Conduct outbound calls to prospective students and parents.
• Book free introductory guitar lessons into the company calendar.
• Confirm appointments and send reminders.
• Follow up with no-shows and reschedule appointments when appropriate.
• Re-engage previous inquiries and former students.
• Welcome new students and parents.
• Maintain ongoing communication with current students and families.
• Provide a positive and professional customer experience.
• Answer general inquiries and direct questions to the appropriate team member when necessary.
• Build rapport with prospective students and parents.
• Update and maintain lead records within GoHighLevel (GHL) / LeadConnector.
• Document all communications and interactions accurately.
• Ensure no leads are overlooked or forgotten.
• Maintain clean and organized CRM records.
• Track lead progression through the enrollment process.
• Assist with inbox management and email organization.
• Support calendar management and scheduling activities.
• Maintain accurate records and administrative documentation.
• Prepare weekly performance reports.
• Generate simple weekly reports outlining:
• Leads contacted
• Trial lessons booked
• No-shows
• New student enrollments
• Re-engaged leads and former students
• Monitor outreach and appointment-setting performance metrics.

Lead Follow-Up & Appointment Setting Virtual Assistant

• Manage executive calendars, scheduling, meetings, reminders, and follow-ups so priorities stay organized and on track
• Support professional business communications, including emails, messages, documents, and internal updates
• Create, update, and maintain spreadsheets, trackers, reports, and organized records with strong attention to detail
• Coordinate administrative and operational tasks that help daily business activities run smoothly
• Improve existing workflows by identifying gaps, organizing information, and creating clearer processes
• Prepare documents, presentations, summaries, and other materials using Microsoft Office and Google Workspace
• Track deadlines, action items, and open tasks to make sure nothing falls through the cracks
• Handle confidential information with professionalism, accuracy, and discretion
• Work independently in a remote environment while communicating progress, blockers, and priorities clearly
• Support ad hoc operational projects as the business grows and needs change.

• Proactively manage and prioritise the adviser’s diary
• Triage inbox and route communication appropriately
• Identify what needs the adviser’s attention vs what can be handled elsewhere
• Prepare for meetings (documents, agendas, context)
• Capture actions and ensure they are completed
• Act as a key point of contact for client queries (non-advice)
• Manage and track client journeys across: Mortgages, Protection & insurance, Investments & financial planning reviews, Estate planning
• Keep clients updated in clear, plain English
• Create, assign and track tasks across the business
• Coordinate with internal support and external providers
• Maintain CRM accuracy and document organisation
• Monitor workflows and ensure nothing stalls or gets lost
• Identify and improve inefficient processes
• Work closely with a virtual assistant and external partners
• Ensure tasks are clearly defined and followed through
• Confidently follow up and keep people accountable
• Coordinate blog uploads, newsletters and updates
• Assist with client communications in a clear, friendly tone
• Support relationship tracking and reporting
• Support file preparation and internal checks
• Maintain organised, accurate records
• Assist with process documentation and ongoing improvements

Executive Personal Assistant – Principal Adviser

• Manage complex calendars and coordinate meetings across time zones
• Organize inboxes, track emails, and draft professional communications
• Conduct research and summarize findings into concise briefs
• Prepare internal and client-facing documents, presentations, and reports
• Track tasks and project timelines using tools like Trello, Asana, or ClickUp
• Maintain organized digital filing systems and update CRM data
• Support travel planning, event scheduling, and logistics coordination
• Assist with light data entry, reporting, and operations support

Virtual Assistant

• Collaborate with agents, brokers, and team members to support daily operations
• Ensure smooth lead transitions and proper follow-through
• Maintain clear and effective communication across teams
• Assist with tasks assigned by leadership and agents
• Support recruiting efforts (candidate outreach, tracking, and interview scheduling)
• Manage recruiting pipelines within CRM systems
• Assist with onboarding coordination and new team member setup
• Build and maintain relationships with potential clients
• Follow up with leads at different stages of the sales process
• Share information on properties, market trends, and services
• Execute communication strategies set by leadership
• Conduct outbound calls when required
• Manage calendars for agents and leadership
• Schedule meetings, training sessions, and team events
• Ensure team members are registered for required training
• Track attendance and follow up on completion
• Perform general administrative tasks
• Support high-performing agents and team leads
• Maintain accurate data entry across CRM systems and spreadsheets
• Update and manage tracking documents (leads, transactions, agent activity)
• Ensure data consistency across platforms (e.g., CRM, spreadsheets, internal tools)
• Assist with reporting and basic data analysis

• 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.

• 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).

Executive Assistant jobs in South Africa

See all jobs on JobTailor

Personal Assistant

Personal Assistant

Senior Executive Assistant

Virtual Assistant – Property Operations

Executive Assistant

Executive Assistant

Patient Coordinator – Executive Assistant, Psychology Practice

Senior Executive Assistant

Executive Administrator

Personal Assistant

Executive Assistant

Senior Executive Assistant

Lead Follow-Up & Appointment Setting Virtual Assistant

Executive Assistant

Executive Personal Assistant – Principal Adviser

Virtual Assistant

Executive Assistant

DM Setter, Personal Assistant

Personal Assistant

Executive Assistant