Executive Operations Assistant

Somewhere; Pretoria; On-site; ZAR 50 000 - 200 000; Full time

Job summary

A fast-growing HVAC firm is seeking an Executive Operations Assistant to provide comprehensive support across executive administration and operations coordination in a fully remote capacity. The role requires excellent English communication skills, strong organizational abilities, and proficiency with CRM systems. You will manage schedules, support marketing duties, and ensure efficient operations. This position offers competitive compensation and the opportunity for long-term growth into a high-autonomy role.

Benefits

Competitive monthly compensation

Flexible remote work environment

Opportunity for long-term growth

Qualifications

• Excellent communication skills required.
• Strong multitasking abilities and tech-savvy.
• Experience with CRM systems is preferred.

Responsibilities

• Manage calendars and appointments across time zones.
• Triage emails across executive inboxes.
• Support day-to-day operations and project follow-through.
• Perform CRM maintenance and updates.
• Assist with light marketing duties in Mailchimp.

Skills

Excellent English communication skills

Strong organizational abilities

Tech-savvy

Experience with CRM systems

Ability to manage multi-channel communication

Tools

ClickUp

RepFabric

Mailchimp

Job description

Job Title: Executive Operations Assistant

Location: South Africa (100% Remote)

Contract Type: Independent Contractor Agreement

Compensation: USD $1,500–$2,000 per month (based on experience)

Schedule: Full-Time Position

About the Company

We are a fast-growing HVAC manufacturer’s representative and mechanical contracting company seeking a proactive and highly organized Executive Operations Assistant to join our remote team. This role is ideal for a resourceful professional who thrives in a dynamic environment, is passionate about streamlining operations, and is looking for long-term growth within the organization.

Position Overview

The Executive Operations Assistant will provide comprehensive support across executive administration, operations coordination, CRM management, customer and subcontractor communication, and marketing tasks. This is a multi-faceted role that requires exceptional attention to detail, strong communication skills, and the ability to manage multiple priorities in a fast-paced setting.

We are looking for someone who is tech‑savvy, adaptable, and capable of growing into a high‑autonomy operations partner.

Key Responsibilities

Executive & Administrative Support

Manage calendars, appointments, and scheduling across multiple time zones.

Triage and organize emails across two executive inboxes, ensuring timely follow‑up and clear communication.

Prepare reports, summaries, and documentation as needed.

Operations & Coordination

Support day‑to‑day operations and ensure tasks move efficiently from initiation to completion.

Coordinate communication with subcontractors, vendors, and customers.

Assist in project follow‑through, data entry, and process tracking.

CRM & Systems Management

Perform CRM cleanup, maintenance, and optimization in ClickUp and RepFabric.

Ensure accurate documentation, task organization, and pipeline updates.

Marketing & Communications

Support light marketing duties, including Mailchimp updates, newsletter support, and asset organization.

Assist with brand consistency, file management, and communication workflows.

General Support

Maintain organized digital files and operational systems.

Identify opportunities to improve workflows and increase efficiency.

• Take ownership of assigned tasks with a high level of independence and accountability.

Required Qualifications

Excellent English communication skills (written and verbal).

Strong organizational and multitasking abilities.

Tech‑savvy with the ability to quickly learn new platforms and tools.

Experience with CRM systems (ClickUp, RepFabric strongly preferred).

Ability to manage multi‑channel communication professionally and effectively.

Prior experience in executive assistance, operations, administration, or similar roles.

Preferred Skills

Experience with Mailchimp or similar marketing tools.

Background in operations coordination or project management.

Familiarity with mechanical contracting, construction, HVAC, or technical industries (a plus but not required).

What We Offer

Competitive monthly compensation based on experience.

Flexible remote work environment.

Opportunity for long‑term growth into a high‑autonomy operations role.