Executive Assistant / Strategic Admin Partner (Part-Time- Full-Time Potential)

Assist World; Remote; ZAR 200 000 - 300 000; Part time

Job summary

A leading advising firm is seeking a proactive Executive Assistant to provide high-level administrative support. This role requires a detail-oriented individual with 3-4 years of experience managing complex schedules and communications in a fast-paced environment. The ideal candidate is tech-savvy, proficient in Microsoft Teams and Office Suite, and enjoys managing multiple priorities. The position starts part-time with the possibility of transitioning to full-time, suitable for someone looking to thrive during a high-growth phase.

Benefits

Remote Work

$50 birthday bonus

$ testimonial bonus

$ tenure bonus every 6 months

$ entry monthly raffle

Qualifications

• Minimum 3–4 years of experience as an Executive Assistant or equivalent role.
• Strong proficiency in Microsoft Teams and Office Suite.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities in a fast-moving environment.

Responsibilities

• Manage complex calendars across multiple time zones.
• Handle end-to-end scheduling for various engagements.
• Draft and format presentations and documents.
• Schedule personal appointments and travel arrangements.

Skills

Microsoft Teams

Outlook / Office Suite

Google Workspace

Asana

Slack

Excellent communication

Organizational skills

Problem-solving skills

Job description

Overview

A highly respected independent advisor working with global philanthropic organizations on AI strategy is seeking a proactive, exceptionally organized Executive Assistant to provide administrative, professional, and light personal support.

The ideal candidate is an experienced EA who thrives in fast‑paced, high‑level environments, is confident using modern collaboration tools, and can serve as a stabilizing force for a busy executive managing multiple clients, speaking engagements, and cross‑time‑zone communications.

This role begins part‑time with a strong likelihood of transitioning into full‑time during Q1 due to anticipated workload growth.

Core Responsibilities

1. Executive Administrative Support

Manage complex calendars across multiple time zones (Central, Eastern, Pacific).

Handle end‑to‑end scheduling for client meetings, speaking engagements, advisory sessions, and internal check‑ins.

Triage and organize emails; manage inboxes to ensure timely responses and prioritization.

Track and summarize weekly status updates for multiple client relationships.

Prepare meeting agendas and follow‑up actions.

Monitor activity in multiple Microsoft Teams channels and other platforms used by her clients; flag key messages and ensure nothing is missed.

2. Document Preparation & Light Project Support

Draft and format PowerPoint presentations, training decks, and session kickoff materials.

Assist in preparing written content such as memos, talking points, or light LinkedIn drafting (using the client’s custom ChatGPT agents for voice alignment).

Support simple project tracking within tools such as Asana, Teams tasks, or other client systems.

Maintain organized digital filing systems across Google Workspace and Microsoft Office Suite.

3. Communication & Coordination

Handle professional communication with high‑level client stakeholders in philanthropy and technology sectors.

Liaise with client teams across Microsoft Teams, Slack, and email.

Ensure smooth coordination between external partners, internal teams, and the client.

4. Personal Assistance (Approximately 20 % of Role)

Schedule personal appointments such as healthcare visits, home‑related vendors, and household management tasks.

Source and purchase gifts for family members or special occasions.

Assist with travel planning, including flights, hotels, ground transportation, and itineraries.

General "life management" support to reduce daily friction and free up executive time.

Required Skills & Experience

• Minimum 3–4 years of experience as an Executive Assistant, Chief of Staff support, or equivalent high‑level administrative role.
• Strong proficiency in Microsoft Teams.
• Outlook / Office Suite (Excel, PowerPoint, Word).
• Google Workspace.
• Asana and Slack (nice to have).
• Experience supporting senior executives, founders, CEOs, or advisory / consulting professionals.
• Excellent written and verbal communication skills.
• High level of discretion, professionalism, and judgment when handling sensitive information.
• Ability to manage multiple priorities in a fast‑moving, unpredictable environment.
• Soft Skills
• Highly organized and detail‑oriented.
• Tech‑savvy, comfortable navigating multiple platforms simultaneously.
• Calm, stabilizing presence with strong problem‑solving skills.
• Flexible and adaptable to changing workloads and schedules.
• Proactive, anticipatory support style—able to see needs before they arise.
• Confident yet warm communication style suitable for high‑level stakeholders.

Working Hours & Structure

Start: Part‑time (20 hours / week) with a strong likelihood of moving to full‑time in Q1.

Must have availability aligned with US Central and Eastern Time Zones, with flexibility to occasionally support Pacific‑time clients.

Remote role with consistent weekly working hours.

Role Impact

This Executive Assistant will become a critical partner in ensuring the advisor can operate effectively across multiple organizations, client engagements, and personal responsibilities.

$ - $ a month

Benefits

• % REMOTE
• $50 birthday bonus
• $ testimonial bonus
• $ tenure bonus every 6 months
• $ entry monthly raffle

The right candidate will meaningfully improve efficiency, reduce administrative bottlenecks, and provide stability during a high‑growth period.