Executive Assistant

Office Beacon South Africa; Johannesburg; Remote; ZAR 200 000 - 300 000; Full time

Job summary

A global staffing services provider seeks a detail-oriented Founders/Executive Associate to support C-level executives across multiple time zones. Responsibilities include coordinating meetings, managing CRM updates, conducting research, and drafting communication materials. Ideal candidates should be exceptionally organized, possess excellent written communication skills, and have familiarity with CRM tools. This role offers exposure to various business areas and allows for growth within an early-stage startup environment.

Benefits

High-impact role with exposure to operations and finance

Qualifications

• Exceptional organization and ability to juggle shifting priorities.
• Strong written communication skills for professional emails and documents.
• Familiarity with CRM tools such as HubSpot or Salesforce.

Responsibilities

• Coordinate meetings across multiple time zones for executives.
• Maintain accurate customer and investor records and documentation.
• Conduct research on potential customers and market insights.

Job description

Overview

Founded in 2001, 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.

We’re looking for a highly organized, proactive, and detail‑driven Founders/Executive Associate to support our CEO, CTO, and COO across multiple time zones. This role is perfect for someone who thrives in fast‑paced environments, enjoys wearing multiple hats, and wants to grow alongside an early‑stage startup.

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.