Executive Assistant ( Job ID: ZALDEE1EA)
IMPORTANT - Watch this quick Loom video on how to get hired:
C1 ENGLISH LEVEL IS REQUIRED. THE SELECTED CANDIDATE WILL BE SPEAKING STRICTLY IN ENGLISH DURING THEIR WHOLE SHIFT.
PLEASE SUBMIT YOUR RESUME AND AUDIO RECORDING IN ENGLISH
EXECUTIVE ASSISTANT
🆔 Job ID: ZALDEE1EA
🏢 Industry: Nonprofit / Religious & Community Organizations
🌎 Location: South Africa- Preferred / LATAM - Open to consider
🕒 Job Status: Full Time
⏰ Work Schedule: Monday to Friday ,9:00am to 6:00pm (EST)
💰 Salary: $2000 per month
🚀 Target Start Date: ASAP
ROLE OVERVIEW
About the Client:
Our client is an established, growing nonprofit organization led by a visionary Founder and Director. The organization manages impactful community programs, outreach, and significant capital projects, including the upcoming construction of a new community facility. With the Founder focused primarily on vision, leadership, and high-level strategy, they are seeking an operational counterpart to bring structure, discipline, and seamless execution to the organization's day-to-day operations.
About the Role:
This is a full-time, high-impact remote position for an experienced executive support professional based in South Africa. The primary objective of this role is to serve as a strategic partner to help the Founder "hire their weaknesses"—specifically in the areas of organization, time management, and process structure.
Rather than serving as a standard reactive assistant, you will act as a true proactive right hand. You will take full ownership of the Founder's inbox and calendar, navigate open-ended projects independently, leverage modern AI tools to maximize output, and build repeatable operational systems from scratch.
Key Responsibilities
1. Strategic Right Hand & Process Improvement
- Act as an operational force multiplier, introducing structure, routines, and predictability around the Founder.
- Proactively identify operational bottlenecks and recommend—and implement—clear solutions without waiting for step-by-step instructions.
- Document recurring responsibilities into clean, repeatable Standard Operating Procedures (SOPs).
2. Complete Inbox & Calendar Management
- Assume end-to-end ownership of the Founder’s inbox and scheduling.
- Prioritize inbound communication, filter non-essential requests, protect focus time, and align time allocation with key organizational goals.
- Anticipate schedule needs: gather meeting materials, track pending deliverables, and follow up on outstanding action items.
3. Autonomous Project Execution & Sourcing
- Take broad, open-ended objectives and map out the full execution plan independently.
- Conduct high-level research and vendor outreach—such as sourcing, vetting, and securing 4–5 engineering and contractor estimates for a major building project.
- Deliver complete, fully vetted results and recommendations rather than open-ended questions.
4. Modern AI Workflow Integration
- Routinely leverage advanced AI tools (specifically Claude and Gemini) for deep research, problem-solving, communications drafting, and workflow optimization.
Non-Negotiable Requirements
Founder/CEO Experience: Proven track record supporting founders, CEOs, or top-level executives, with an innate ability to anticipate needs.
Proactivity Over Task Execution: Exceptional drive to initiate actions, solve problems, and optimize processes independently.
Organizational Mastery: Flawless organizational ability and time management—these are your core superpowers.
Comfort with Ambiguity: Ability to take a desired end-state and figure out the exact steps required to achieve it.
AI Tool Proficiency: Hands-on experience integrating AI tools (Claude, Gemini, etc.) into daily workflows to increase efficiency.
Communication: Flawless written and verbal English communication with clear articulation.