Executive Assistant (Job ID: ADAREG1EA)

Insideoutva; South Africa; On-site; ZAR 450,000 - 504,000; Full time

Job summary

Insideoutva is seeking an Executive Assistant to join our team in South Africa or LATAM, supporting the owner with financial administration, HR coordination, and streamlined operations. The role requires 3–5 years of high-level admin experience, strict English usage, and strong QuickBooks Online proficiency.

You will drive onboarding/offboarding, manage schedules, CRM data, and data research while leveraging AI tools to automate workflows and enhance productivity.

Qualifications

• 3–5 years of high-level administrative or executive support experience.
• Proficient in QuickBooks Online and bookkeeping basics.
• Advanced AI/automation skills using modern tools (e.g., Claude, Zapier, n8n).
• Strong ownership mindset with initiative and independence.
• Excellent written and spoken English communication.

Responsibilities

• Manage core financial administration and bookkeeping in QuickBooks Online.
• Coordinate recruitment pipelines, onboarding and offboarding processes.
• Support executive scheduling, emails, calendars, and task tracking for the owner.
• Maintain CRM data, reports, and document formatting.
• Oversee general admin, systems, and data research to locate contacts.

Skills

Executive support

Ownership mindset

Fluent English

AI & automation fluency

3–5 years experience

Tools

QuickBooks Online

Job description

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

Job Title

EXECUTIVE ASSISTANT

Job ID

ADAREG1EA

Industry

Financial Services

Location

LATAM / South Africa

Job Status

Full Time

Work Schedule

Monday to Friday, 8:00am to 5:00pm (EST)

Salary

• South Africa: $2,500 – $2800 USD / month
• Latin America: $1,900 – $2,200 USD / month

Target Start Date

Mid September Latest

About the Client:

Our client is a premier business growth advisory and consulting firm operating in the U.S. Eastern Time zone. They specialize in driving operational performance and revenue expansion for their partners, leveraging cutting-edge tools, advanced automation, and streamlined workflows. Led by a highly technical and forward-thinking owner, the culture places a heavy emphasis on high agency, proactive problem-solving, and continuous technology integration to achieve exceptional results.

About the Role:

This is a critical, highly trusted role reporting directly to the business owner. You will take ownership of the firm’s core financial administration, recruitment operations, internal workflows, and executive support functions. You will be stepping in to absorb the operational duties of the outgoing Executive Assistant—who is transitioning into a new internal role—ensuring a structured and supported onboarding phase.

This role is ideal for a proactive, tech-savvy candidate in South Africa or Latin America who thrives under minimal supervision, demonstrates extreme ownership, and integrates advanced technology into their daily work.

Key Responsibilities

Financial & Bookkeeping Management (~5–10 hrs/week)

• Manage full-cycle QuickBooks Online operations: bank account reconciliations, expense categorization, and general ledger maintenance.
• Process, enter, order, and track accounts payable/receivable (invoices and bill payments).
• Enter payroll details accurately and calculate team commissions.

Hiring & HR Administration

• Coordinate end-to-end recruitment pipelines, including posting job advertisements, organizing incoming applications, and scheduling interviews across a high-volume hiring calendar.
• Manage seamless onboarding and offboarding procedures for new hires and exiting staff members.

General & Systems Administration

• Create, format, and organize polished electronic documents, reports, and administrative spreadsheets.
• Maintain accurate CRM data, maintain file storage structures, and oversee office supply ordering.
• Conduct lead and data management tasks, including tracking bad leads flagged by brokers, appending data reports, and performing web-based research to locate accurate contact information.

Executive Support & Coordination

• Manage email communications, calendar scheduling, and task tracking for the owner and management team.
• Handle personal administrative logistics for the owner, including travel arrangements and calls.

Qualifications & Skills

• Experience: 3–5 years of high-level administrative, executive support, or operations management experience.
• Bookkeeping Expertise (REQUIRED): Strong, hands-on proficiency in QuickBooks Online is non-negotiable.
• AI & Automation Native (REQUIRED): High proficiency or strong comfort using modern AI and automation platforms (e.g., Claude, Zapier, n8n workflows, dynamic AI media tools).
• Ownership Mindset (REQUIRED): Excellent critical thinking skills with a strong sense of initiative. You anticipate needs, solve problems independently, and drive tasks through to completion without being micro-managed.
• Communication: Fluent, articulate spoken and written English skills.