Executive Assistant- Remote (South Africa)

Hotsourced Ltd.; South Africa; Remote; ZAR 420,000 - 640,000; Full time

Benefits offered by this job

Fully remote working environment

Career development

Job summary

Hotsourced Ltd. is seeking an exceptional Executive Assistant to act as the CEO's strategic partner in a founder-led, remote-friendly UK consultancy. You will drive calendars, communications, and operations, enabling leadership to focus on growth while implementing efficient processes and AI-powered workflows.

You will coordinate senior stakeholder communications, CRM records, proposals, and event logistics, across international clients, in a fast-paced, confidential environment.

Qualifications

• Minimum 4 years' experience in an Executive Assistant or similar role.
• Experience supporting a CEO or senior executive.
• Proven remote working experience with UK/European/international organisations.

Responsibilities

• Manage and optimise the CEO's calendar and inbox; plan daily/weekly priorities.
• Prepare executive briefing notes, meeting packs, and supporting documentation.
• Coordinate client, partner, and internal communications; maintain CRM records.
• Draft executive correspondence and content; support presentations and proposals.
• Coordinate webinars, events, and leadership sessions.
• Develop efficient workflows and AI-driven processes.

Skills

Executive support

Calendar management

CRM systems

Project coordination

English communication

Stakeholder management

AI tools

Remote work coordination

Tools

Google Workspace

Microsoft 365

CRM platforms

Job description

South Africa (Remote) | Full-Time | Permanent | Business Consulting & Professional Services

Placed by Hotsourced – connecting top South African talent with world-class global companies

Are you an exceptional Executive Assistant who thrives in a fast-paced, founder-led environment? We're partnering with an innovative UK-based consulting business seeking a proactive, commercially minded professional to become the trusted right hand to its CEO. This is an opportunity to make a tangible impact by creating structure, driving accountability, and enabling executive leadership to focus on strategic growth.

Our client works with ambitious businesses, providing senior fractional leadership and advisory services that help organisations improve performance and accelerate growth. As the business continues to expand, they are looking for someone who enjoys taking ownership, building efficient processes, and supporting a dynamic leadership team with confidence and discretion.

The Opportunity

This is far more than a traditional Executive Assistant role. You will act as a strategic partner to the CEO, ensuring priorities remain on track, commitments are delivered, and day‑to‑day operations run seamlessly.

The successful candidate will combine outstanding executive support with operational coordination, project management, communication, and organisational excellence. You'll have the autonomy to improve processes, introduce efficiencies, and leverage modern technology and AI tools to make the business more effective.

Key Responsibilities

Executive Support & Priority Management

• Manage and optimise the CEO's calendar, balancing strategic priorities, client meetings, and focused work time.
• Proactively manage the CEO's inbox, prioritising communications and responding to routine matters where appropriate.
• Plan daily and weekly priorities to ensure key objectives remain on track.
• Prepare executive briefing notes, meeting packs, and supporting documentation.
• Act as a professional point of contact for internal and external stakeholders.
• Coordinate occasional travel and logistical arrangements.

Meeting & Action Management

• Prepare agendas and supporting materials for leadership, client, and partner meetings.
• Attend selected meetings, capture actions, and monitor progress to completion.
• Track deliverables and proactively follow up with stakeholders.
• Maintain visibility of key commitments and deadlines.
• Ensure the CEO is consistently prepared for meetings and follow‑up actions.

Client & Business Coordination

• Support client, prospect, and partner communications.
• Maintain accurate CRM records and pipeline information.
• Coordinate proposals, introductions, and business development follow‑ups.
• Liaise with internal consultants and leadership to progress opportunities.
• Ensure a responsive and professional client experience.

Communications & Content Support

• Draft and edit executive correspondence, newsletters, internal updates, and client communications.
• Support thought leadership content, including LinkedIn posts and webinar communications.
• Repurpose meeting and webinar content into engaging written materials.
• Prepare presentations, proposals, and business documents.
• Maintain consistent quality and tone across all communications.

Events & Community Support

• Coordinate webinars, virtual events, and leadership sessions.
• Manage invitations, registrations, reminders, and attendee communications.
• Organise event resources and post‑event follow‑up activities.
• Maintain an events calendar and ensure deadlines are met.

Business Operations

• Coordinate activities between the CEO, leadership team, consultants, and external partners.
• Manage delegated projects from initiation through completion.
• Develop efficient workflows, templates, and operational processes.
• Support onboarding and administration for new team members.
• Handle confidential commercial and personnel information with discretion.
• Utilise AI tools to improve productivity across research, drafting, content creation, and administration.
• Work confidently with platforms such as ChatGPT, Claude, CRM systems, Google Workspace, automation tools, and collaboration software.
• Identify opportunities to automate repetitive tasks and improve operational efficiency.
• Build repeatable workflows, templates, prompts, and documentation that enhance business performance.

What We're Looking For

Required Experience

• Minimum 4 years' experience in an Executive Assistant, Executive Operations, Executive Support, or similar senior administrative role.
• Experience supporting a CEO, Founder, or senior commercial executive.
• Proven experience working remotely with UK, European, or international organisations.
• Strong background managing executive calendars, communications, CRM systems, and projects.
• Experience coordinating multiple priorities in a fast‑paced environment.
• Exceptional written and verbal English communication skills.
• Outstanding organisational skills and attention to detail.
• Excellent prioritisation and decision‑making ability.
• Strong stakeholder management and relationship‑building skills.
• Experience drafting communications on behalf of senior executives.
• Commercial awareness and business acumen.
• Advanced proficiency with Google Workspace or Microsoft 365.
• Experience using CRM platforms.
• Confidence using AI and automation tools to improve productivity.
• Ability to manage confidential information with professionalism and discretion.

Nice to Have

• Experience within consultancy, professional services, membership organisations, or founder‑led SMEs.
• Exposure to project coordination or Chief of Staff responsibilities.
• Experience supporting webinars, events, or community engagement initiatives.
• Knowledge of workflow automation and productivity platforms.
• Passion for continuous improvement and operational excellence.

Work Schedule

• Monday to Friday
• UK Business Hours (GMT): Standard UK working hours
• South Africa Standard Time (SAST): Reliable overlap with UK business hours (typically 09:00–18:00 SAST, depending on UK daylight saving)
• Fully remote with regular virtual collaboration.
• Occasional flexibility may be required for urgent business matters.

What We Offer

• Competitive salary aligned with experience and the South African market.
• Fully remote working environment.
• Opportunity to work directly alongside an experienced CEO.
• Exposure to high‑growth UK businesses and senior leadership.
• Career development in a growing international consultancy.
• Collaborative, supportive, and entrepreneurial culture.
• Opportunity to shape processes and introduce AI‑driven operational improvements.
• Meaningful ownership with real business impact.

Why Join This Opportunity?

You’ll become a trusted partner to an ambitious CEO, helping drive operational excellence while gaining exposure to strategic business decisions. If you enjoy solving problems, creating structure, and making a measurable impact in a growing international business, this role offers significant autonomy, variety, and long‑term growth.