Executive Assistant: Inbox & Ops Lead

Insideoutva; South Africa; Remote; ZAR 184,000 - 367,000; Part time

Job summary

Insideoutva is seeking an Executive Assistant to own the executive's email inboxes, triage thousands of messages, and resolve routine items with minimal guidance. You will act on verbal directions, drafting communications and handling payments and confirmations without written instructions.

As you grow with the role, you will take on broader executive support duties, document recurring processes, and help build a lasting operational asset for the founder and the organization.

Qualifications

• Proven experience as an Executive Assistant or similar high-level admin role, supporting a busy founder across multiple inboxes.
• Ability to resolve issues independently and proactively.
• Comfort with receiving verbal direction and turning it into written communications.
• Excellent written and spoken English for direct executive correspondence.
• Experience using AI tools like Claude to support inbox management and task execution.
• Strong organizational skills to manage high email volume and priorities without close supervision.
• Discretion handling financial and operational matters including bill payments and vendor confirmations.

Responsibilities

• Inbox Management: Monitor and triage two high-volume inboxes daily, prioritizing messages.
• Issue Resolution: Take direct action on items found in email, e.g., bills or confirmations.
• Verbal Direction Execution: Draft and send emails from spoken instructions.
• Vendor & Account Coordination: Liaise with vendors and internal teams to resolve items from email.
• Process Documentation: Document recurring tasks into standard operating procedures over time.
• Reporting & Communication: Provide concise updates on inbox status and outstanding items.
• Scope Growth: Transition from part-time to full-time and expand duties as needed.

Skills

Executive support

Inbox management

Problem solving

Verbal instructions

Written communication

English proficiency

AI tools Claude

Organization

Discretion

Tools

Claude

PayPal

Gusto

Calendar tools

Email platforms

Transcription tools

Job description

Insideoutva is seeking an Executive Assistant to own the executive's email inboxes, triage thousands of messages, and resolve routine items with minimal guidance. You will act on verbal directions, drafting communications and handling payments and confirmations without written instructions.

As you grow with the role, you will take on broader executive support duties, document recurring processes, and help build a lasting operational asset for the founder and the organization.