Executive Assistant (Job ID: MARCEL1EA)

Insideoutva; South Africa; Remote; ZAR 471,000 - 566,000; Full time

Job summary

Madrid Operations Group is seeking a proactive Executive Assistant / Operations Manager to partner with the Managing Partner. You will own inbox triage, calendar management, and follow-up while building AI-driven workflows in Notion and Claude. You may join client meetings and support back-end execution as the team grows.

The role demands ownership, strategic thinking, and strong English communication, with remote work options across LATAM or South Africa.

Qualifications

• AI and systems fluency with practical application to workflows.
• Strong ownership with ability to act without close supervision.
• Strategic thinking and sound judgment in operations.
• Comfortable in client-facing situations and professional communication.
• Operational autonomy and ability to take on manager-level responsibilities.

Responsibilities

• Inbox triage and calendar management for the Managing Partner.
• Proactive outreach with contacts to advance commitments.
• Represent the firm professionally in client communications.
• Build and maintain AI-driven workflows, dashboards, and SOPs in Notion and Claude.
• Execute urgent requests within 24 hours with initiative.
• Support broader operator team and scale back-end execution for client engagements.
• Future scope: take on administrative execution for client engagements.

Tools

Notion

Claude

Email management systems

Calendar software

Job description

Exciting Remote Opportunity! We're Hiring an Executive Assistant / Operations Manager!

Are you a highly proactive, AI-savvy professional with a knack for operations and seamless execution? We are looking for an exceptional Executive Assistant / Operations Manager to partner with the Managing Partner of a growing fractional operations consultancy and take their daily execution to the next level.

Job Details at a Glance

• Job Title: Executive Assistant / Operations Manager
• Job ID: MARCEL1EA
• Industry: Fractional Operations Consultancy
• Location: LATAM or South Africa
• Job Status: Part Time / Full Time
• Work Schedule: Monday to Friday, EST or PST (Exact hours TBD)
• Salary: $2,500 to $3,000 per month
• Target Start Date: ASAP

About the Client

Madrid Operations Group is a fractional operations consultancy that supports clients with high-level business and administrative execution. Formalized in early 2026, the firm is expanding its client roster and operator team while transitioning to an AI-first operating model built around Notion and Claude. The Managing Partner currently spends significant time on inbox triage, calendar coordination, and follow-up that limits her ability to focus on client-facing consulting work. As the firm scales and adds operators, there is a need for a sophisticated, ownership-driven executive assistant who can function as an operations manager and support both the Managing Partner and the broader team without requiring close oversight.

About the Role

You will serve as the company-level Executive Assistant and Operations Manager, supporting the Managing Partner and the wider operator team. You will own inbox triage, calendar management, and follow-up with contacts, ensuring requests are actioned promptly and nothing falls through the cracks. Beyond daily administrative ownership, you will build and maintain AI-driven workflows, dashboards, and SOPs in Notion and Claude, support client-facing coordination, and may join client meetings as trust is established. Over time, the role has potential to expand into overseeing back-end execution for client engagements as the team grows.

Key Responsibilities

Executive Support & Coordination

• Inbox & Calendar Management: Triage incoming email and manage the Managing Partner's calendar, including scheduling calls and protecting work blocks.
• Contact Follow-Up: Proactively follow up with contacts on pending calls, commitments, and open loops without being prompted.
• Client-Facing Coordination: Represent the firm professionally in client communications and, as appropriate, join client meetings.

Operations & AI Integration

• AI Workflow Development: Build and maintain workflows, dashboards, and SOPs in Notion and Claude to improve operational efficiency.
• Urgent Task Execution: Complete time-sensitive requests within 24 hours, exercising judgment and initiative rather than waiting for direction.
• Operations Support: Support the broader operator team as the company scales its client base and internal structure.
• Back-End Client Admin (Future Scope): Take on administrative execution for client engagements as the role matures.

Qualifications & Skills

• AI & Systems Fluency: Demonstrated proficiency with Notion and Claude, including building workflows, dashboards, and SOPs. Prior experience or training with AI tools is required, as you will use AI as a working partner rather than a replacement for judgment.
• Extreme Ownership: Strong track record of ownership and initiative, with the ability to execute urgent requests within 24 hours without follow-up.
• Strategic Thinking: Ability to operate with critical thinking and sound judgment, managing up rather than waiting for instructions.
• Client-Ready Professionalism: Comfortable in client-facing situations and able to represent a brand professionally, including in meetings.
• Operational Autonomy: Capable of stepping into an operations-manager-level role with minimal onboarding or ongoing management.
• Communication: Excellent written and verbal English communication skills suitable for direct client interaction.

Tech Stack

• Notion
• Claude (AI)
• Email management systems
• Calendar software