Executive Administrative Assistant - US Operations | Remote | EST Hours

ISTA Personnel Solutions; United States; Remote; USD 42,000 - 62,000; Full time

Job summary

ISTA Personnel Solutions South Africa is hiring an Executive Administrative Assistant – AI & Operations Support. This fully remote role focuses on AI-assisted workflows, research, reporting and process development, with no diary-management duties.

You should learn quickly, write clearly, and manage multiple priorities while embracing AI tools to improve workflows. This role offers growth into project coordination as the business scales and cross-functional collaboration with international

Qualifications

• Excellent written English, with professional communication.
• Strong administrative, operations support or project coordination experience.
• Enjoys learning and adapting to new systems quickly.
• Highly organized with attention to detail and multi-tasking ability.
• Comfortable with technology and independent work.

Responsibilities

• Support AI-assisted workflows and process development.
• Use AI tools for research and operational tasks.
• Write clear instructions and prompts for AI outputs.
• Assist with reports, data handling and documentation.
• Track tasks and ensure timely completion.
• Learn and adopt new software and processes.
• Support ad hoc administrative and project needs.
• Contribute to improving internal processes as AI needs evolve.
• Complete onboarding and data-security training.

Skills

Written English

Administrative support

Learning agility

Organization

Fast thinking

Tech-savvy

Research & problem-solving

Independence

AI familiarity

Tools

ClickUp

Outlook

Teams

Excel

OneNote

QuickBooks

HubSpot

AI Tools

Job description

ISTA Personnel Solutions South Africa is a BPO company partnering with international clients to build high-performing remote teams. We are recruiting for a exceptional Executive Administrative Assistant – AI & Operations Support.

ABOUT THE ROLE

This is a modern Executive Administrative Assistant role with a strong focus on AI-assisted workflows, operational support, research, reporting and process development. While some administrative support may be required, this is not a diary-management role.

This role is suited to someone who enjoys learning, problem-solving, adapting to change and building better ways of working. You do not need to be a programmer or AI specialist; however, you should be genuinely comfortable with technology, learn quickly, think independently, able to write well and excited by the opportunity to use AI in a practical business environment.

PLEASE NOTE:

• Working Hours: Monday – Friday | 9:00 AM – 6:00 PM EST (3:00 PM – 12:00 AM South African time – subject to daylight savings).
• Public Holidays: This role requires working on both South African and U.S. public holidays (compensation for SA public holidays in accordance with the BCEA).
• Internet Requirements: A fixed fibre line with a minimum speed of 25 Mbps (upload & download) and wired Ethernet capability is mandatory. Applicants without a fixed fibre line cannot be considered.
• Power Backup: Reliable backup required to manage load shedding or outages. Applicants without a power backup cannot be considered.
• Work Environment: Fully remote.

Key Responsibilities:

• Support the development, testing and refinement of AI-assisted workflows and processes.
• Use AI tools to assist with research, workflow development, written outputs and operational tasks.
• Write clear, detailed instructions and prompts to help achieve accurate AI-generated outputs.
• Assist with reports, data downloads, information organisation and documentation.
• Track tasks, follow up on outstanding actions and ensure work is completed accurately and on time.
• Learn and confidently use new software, systems and processes.
• Support ad hoc administrative, operational and project-based requirements.
• Assist with improving internal processes as the client’s business and AI requirements evolve.
• Complete relevant onboarding, data-security and system training.

The Tools You’ll Use:

• ClickUp | Microsoft Outlook | Teams | Excel | OneNote | QuickBooks | HubSpot | AI Tools

Requirements:

• Excellent written English, with the ability to communicate clearly, accurately and professionally.
• Strong administrative, executive support, operations support, project coordination or similar experience.
• Exceptional learning agility and the ability to understand new systems and processes quickly.
• Highly organised, detail-oriented and able to manage several priorities at once.
• A quick thinker who can process information, take initiative and move efficiently between tasks.
• Comfortable using technology and exploring unfamiliar software independently.
• Strong research and problem-solving skills.
• Persistent, proactive and able to work independently while knowing when to ask for guidance.
• Exposure to AI tools, prompt writing, workflow automation or AI-assisted work will be advantageous, but is not essential.
• Experience with Excel, reporting, data handling or process documentation will be beneficial.

Culture & Working Style:

• Fast-moving environment with shifting priorities
• Direct, clear communication style with emphasis on asking questions before acting
• Collaborative and supportive team culture
• Regular video-based meetings and strong cross-team engagement

Growth Opportunity:

This role has strong potential to evolve into a Project Coordination / Project Management function over time, including the possibility of managing junior coordinators as the business scales.

If you are not contacted within 14 working days, please consider your application unsuccessful.