Executive Operations Assistant

The Unlimited; Durban; Hybrid; ZAR 50 000 - 200 000; Full time

Job summary

A dynamic company is seeking an Executive Operations Assistant for a high-autonomy role that involves supporting founders across personal and business interests. Key responsibilities include managing calendars, travel arrangements, and financial processes, as well as maintaining communications and logistics. Candidates should be highly organized, reliable, and detail-oriented, with experience in executive or project coordination. The position offers remote work flexibility with occasional on-site tasks.

Qualifications

• Experience as an Executive Assistant or Personal Assistant is a plus.
• Familiarity with European property operations is optional.

Responsibilities

• Manage calendars, appointments, and meetings.
• Coordinate end-to-end travel arrangements.
• Handle confidential information and maintain filing systems.
• Process invoices and track financial approvals.
• Support procurement for household supplies and logistics.

Skills

Highly organised

Problem-solving

Attention to detail

Communication skills

Flexibility

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 elevate. 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.