Executive Assistant

Office Beacon South Africa; Gauteng; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A global staffing solutions provider is seeking a highly organized Executive Support professional based in Gauteng, South Africa. This role involves coordinating meetings across different time zones, managing executive calendars, and conducting research. The ideal candidate should possess strong communication skills and experience with CRM tools. You will play a crucial role in supporting company operations, and your efforts will significantly influence the company's success.

Qualifications

• Exceptional organizational skills for managing shifting priorities.
• Strong written communication ability for drafting professional documents.
• Familiarity with CRM tools like HubSpot or Salesforce.

Responsibilities

• Coordinate meetings across multiple time zones for global teams.
• Manage calendars for executives and track deadlines.
• Perform CRM maintenance and maintain accurate records.
• Draft outreach emails and support communication with stakeholders.
• Conduct market research and summarize findings.

Skills

Strong written communication skills

Organizational skills

Detail-oriented

Familiarity with CRM tools

Basic finance understanding

Tools

HubSpot

Salesforce

Job description

Overview

Founded in , Office Beacon is a global leader in remote staffing managed services, providing innovative solutions that help businesses grow and scale efficiently.

We support companies across industries with back‑office operations, creative design, IT services, and customer support.

Our brand is built on delivering high‑quality, scalable results—and design is at the center of how we communicate that value.

What You’ll Do

Executive Support & Scheduling

• Coordinate meetings across 2–3 time zones, ensuring smooth collaboration between global teams.
• Manage and optimize the calendars of three executives (CEO, CTO, COO).
• Track priorities, deadlines, and follow‑ups to keep leadership aligned and efficient.

CRM & Documentation

• Perform ongoing CRM clean‑up, maintenance, and updates, including capturing meeting notes (typed or handwritten and converted).
• Maintain accurate customer, partner, and investor records—approx. 10 meetings per week.
• Prepare preliminary documentation for customer engagements.

Outreach & Communication

• Draft, refine, and prepare outreach emails for first‑contact and follow‑up sequences.
• Support the founders in communication flows with prospects, partners, and stakeholders.

Research & Analysis

• Conduct research on potential customers, competitors, and market insights.
• Summarize findings into concise briefs that can guide leadership strategy.

Grant & Finance Support

• Prepare initial drafts of grant applications using existing materials.
• Assist with basic finance tasks, such as organizing financial information, updating simple spreadsheets, and supporting grant‑related financial documentation.

Who You Are

• Exceptionally organized with a talent for juggling shifting priorities.
• Comfortable working across Pacific Time and Asia Time schedules.
• Strong written communication skills with the ability to draft professional emails and documents.
• Detail‑oriented, resourceful, and able to work independently.
• Familiar with CRM tools (HubSpot, Salesforce, or similar).
• Basic finance understanding (spreadsheets, budgets, financial summaries).
• Comfortable in an early‑stage, fast‑moving startup environment.

Nice to Have

• Experience supporting C‑level executives or founders.
• Prior work in SaaS, deep tech, or research‑driven industries.
• Grant writing or proposal development experience.

Why Join Us?

Work closely with experienced founders and gain exposure to strategy, operations, finance, and product.

High‑impact role where your work directly influences company momentum.