Executive Operations Assistant

The Unlimited; Remote; ZAR 50 000 - 200 000; Full time

Job summary

A high-autonomy family operations firm is seeking an Executive Operations Assistant to support the founders across personal and business interests. The role is primarily remote, requiring someone highly organised and detail-aware, capable of managing calendars, coordinating travel, and handling confidential information. A background in hospitality or project coordination is preferred. Candidates should be service-oriented with excellent problem-solving skills. This position promises a variety of tasks and the opportunity to work closely with senior leadership.

Qualifications

• Highly organised and detail-aware with problem-solving skills.
• Experience in hospitality, property, or project coordination is a plus.
• Strong written communication skills and ability to navigate apps confidently.

Responsibilities

• Manage calendars, appointments, meetings, and executive communications.
• Coordinate travel arrangements including flights, accommodation, and visas.
• Handle confidential information and maintain organised filing systems.
• Track invoices and expense allocations in Xero.
• Support operational tasks and ad hoc projects across business entities.

Skills

Highly organised

Detail-aware

Problem-solving

Service-oriented

Familiarity with European property operations

Tools

AutoCAD 3D

Xero

ABAP

Job description

We are on the hunt for an Executive Operations Assistant who is highly organised and thrives on making complex environments run smoothly. Please note that this role supports the founders and their family directly across both their personal and business interests. It does not form part of The Unlimited Head Office team. This is a long-term high-autonomy role for someone who takes ownership communicates simply and delivers with care and urgency. You will work remotely most of the time with flexibility for occasional onsite tasks such as banking vet visits collections and urgent errands. Confidentiality trust and discretion are non-negotiable.

Key Responsibilities

• Manage calendars appointments meetings and executive communications
• Coordinate travel end to end including flights accommodation visas forex and detailed itineraries
• Prepare and maintain correspondence documents and report packs; capture minutes and follow-ups
• Handle confidential information professionally; maintain organised digital and physical filing
• Process invoices receipts and expense allocations in Xero; track approvals and reconciliations
• Manage vehicle licensing insurance renewals and compliance
• Support meeting logistics including venues links prep materials attendee communication and action tracking
• Oversee weekly and monthly procurement for groceries consumables and staff supplies
• Coordinate service providers for household and property maintenance; manage quotes and schedules
• Maintain staff payroll logistics and maintenance calendars
• Liaise with household and property staff to ensure orders and deliveries are met
• Keep supplier and contact lists updated; manage preferred vendors
• Assist with animals when required; source and track feed orders
• Manage booking platform calendars and guest communication for international properties
• Coordinate cleaners contractors and maintenance for overseas properties; liaise with Concierge services
• Ensure compliance with local regulations; manage quotes and upgrades
• Assist with operational tasks and ad hoc projects across business entities
• Manage liquor licence renewals and compliance documentation
• Coordinate contractors track timelines and manage communication
• Support procurement documentation and handovers for projects
• Deliver operational support for senior leadership initiatives

Who you are

Highly organised reliable and detail-aware. You think ahead solve problems without drama and know when to escape. You learn fast write clearly and navigate apps and systems confidently. You value stability and trust and you are ready to build something long-term. Experience as an EA or PA or in hospitality property or project coordination is a plus. Familiarity with European property operations is optional. Personality matters: service-oriented and proactive flexible practical low-drama and detail-aware without getting stuck in perfection. Sharp enough to catch what counts wise enough to move.

If you love making things work for others and you are ready to bring bold real people-first energy to the work this role offers autonomy trust and variety.

Key Skills

AutoCAD 3D, Council, ABAP, Apps, Electronics Engineering, Clinical

Employment Type : Full Time

Experience: years

Vacancy: 1