Executive Operations & Marketing Assistant

Exclusively Remote; Cape Town; Remote; ZAR 165,000 - 317,000; Part time

Job summary

Exclusively Remote is seeking a highly organized Senior Executive Operations & Marketing Assistant to support the founder. This role blends operational oversight, project coordination, and marketing alignment, leveraging AI tools and CRM platforms to streamline workflows.

You will work closely with the founder, manage multiple priorities, and help deliver campaigns and branded materials while maintaining a proactive, solutions-focused approach.

Qualifications

• Proven experience in executive assistance, business operations, project coordination, marketing operations, or a similar role.
• Experience managing multiple priorities and projects independently.
• Strong organisational skills and excellent attention to detail.
• Experience with project management tools such as ClickUp, Asana, Trello, or similar platforms.
• Experience with CRM systems and digital marketing tools.
• Confidence using AI tools, particularly ChatGPT, to support planning and execution.
• Strong written and verbal English communication skills.
• Good visual awareness and the ability to create basic marketing graphics.
• Strong problem-solving skills and the ability to work independently.
• A proactive, solutions-oriented approach with sound judgement.
• Reliable internet connectivity and a suitable home-working environment.

Responsibilities

• Provide high-level operational support to the founder.
• Organise competing priorities, manage deadlines, and ensure important initiatives keep moving forward.
• Anticipate business needs and identify areas for improvement.
• Develop and maintain organised workflows, processes, and systems.
• Communicate proactively, flag potential issues, and recommend practical solutions.
• Take ownership of tasks and projects from planning through to completion.
• Manage projects, tasks, and deadlines using ClickUp.
• Break down ideas and objectives into clear, actionable steps.
• Monitor project progress and follow up on outstanding tasks.
• Coordinate multiple initiatives simultaneously, ensuring deliverables are completed on time.
• Keep the founder informed of progress, priorities, and potential challenges.
• Coordinate marketing campaigns, programme launches, and promotional activities.
• Manage email marketing campaigns, automated sequences, and client follow-ups.
• Coordinate social media content, scheduling, and publishing.
• Assist with planning and coordinating online events and other marketing initiatives.
• Ensure marketing activities are organised, consistent, and delivered according to schedule.
• Work closely with the founder and ChatGPT to transform ideas, strategies, and plans into practical execution.
• Use AI tools to improve productivity, develop workflows, and streamline repetitive tasks.
• Work with GoHighLevel to support CRM management, marketing automation, email sequences, and client communication.
• Use ClickUp to manage projects and maintain visibility across business activities.
• Learn new software and digital platforms quickly and confidently.
• Identify opportunities to improve systems through technology and automation.
• Create professional everyday graphics for social media and marketing campaigns.
• Assist with developing and maintaining consistent brand presentation.
• Recognise outdated designs, inconsistent branding, and opportunities to improve visual quality.
• Review marketing materials to ensure they are polished, accurate, and professional.
• Test links, forms, email sequences, and other digital assets to ensure everything functions correctly.

Skills

Executive assistance

Project coordination

Marketing operations

Organisational skills

Attention to detail

English communication

Independent work

AI/tools proficiency

Problem-solving

Brand consistency

Proactive

Tools

ClickUp

Asana

Trello

GoHighLevel

Canva

CRM systems

Marketing automation

Job description

Executive Operations & Marketing Assistant

Location: Remote - South Africa

Hours: 20 hours per week

Position Type: Part-time

About the Role

Our clientis looking for a highly organised, proactive, and tech-savvy Senior Executive Operations & Marketing Assistant to become the founder's right-hand person.

This is not a traditional Virtual Assistant role. The ideal candidate will be a resourceful self-starter who can see the bigger picture, manage competing priorities, take ownership of projects, and turn ideas into action without needing constant direction.

Working closely with the founder, you will support business operations, coordinate marketing initiatives, manage projects, and use AI and digital tools to streamline workflows and improve efficiency.

The successful candidate will combine strong organisational and project management skills with an understanding of digital marketing, CRM systems, automation, and visual branding.

Key Responsibilities

1. Executive Support & Operations

• Provide high-level operational support to the founder.
• Organise competing priorities, manage deadlines, and ensure important initiatives keep moving forward.
• Anticipate business needs and identify areas for improvement.
• Develop and maintain organised workflows, processes, and systems.
• Communicate proactively, flag potential issues, and recommend practical solutions.
• Take ownership of tasks and projects from planning through to completion.

2. Project Management

• Manage projects, tasks, and deadlines using ClickUp.
• Break down ideas and objectives into clear, actionable steps.
• Monitor project progress and follow up on outstanding tasks.
• Coordinate multiple initiatives simultaneously, ensuring deliverables are completed on time.
• Keep the founder informed of progress, priorities, and potential challenges.

3. Marketing Coordination

• Coordinate marketing campaigns, programme launches, and promotional activities.
• Manage email marketing campaigns, automated sequences, and client follow-ups.
• Coordinate social media content, scheduling, and publishing.
• Assist with planning and coordinating online events and other marketing initiatives.
• Ensure marketing activities are organised, consistent, and delivered according to schedule.

4. AI & Technology

• Work closely with the founder and ChatGPT to transform ideas, strategies, and plans into practical execution.
• Use AI tools to improve productivity, develop workflows, and streamline repetitive tasks.
• Work with GoHighLevel to support CRM management, marketing automation, email sequences, and client communication.
• Use ClickUp to manage projects and maintain visibility across business activities.
• Learn new software and digital platforms quickly and confidently.
• Identify opportunities to improve systems through technology and automation.

5. Visual Content & Brand Management

• Create professional everyday graphics for social media and marketing campaigns.
• Assist with developing and maintaining consistent brand presentation.
• Recognise outdated designs, inconsistent branding, and opportunities to improve visual quality.
• Review marketing materials to ensure they are polished, accurate, and professional.
• Test links, forms, email sequences, and other digital assets to ensure everything functions correctly.

Minimum Requirements

• Proven experience in executive assistance, business operations, project coordination, marketing operations, or a similar role.
• Experience managing multiple priorities and projects independently.
• Strong organisational skills and excellent attention to detail.
• Experience with project management tools such as ClickUp, Asana, Trello, or similar platforms.
• Experience with CRM systems and digital marketing tools.
• Confidence using AI tools, particularly ChatGPT, to support planning and execution.
• Strong written and verbal English communication skills.
• Good visual awareness and the ability to create basic marketing graphics.
• Strong problem-solving skills and the ability to work independently.
• A proactive, solutions-oriented approach with sound judgement.
• Reliable internet connectivity and a suitable home-working environment.

Preferred Skills

• Hands-on experience with GoHighLevel.
• Experience with CRM automation, email marketing, and automated follow-up sequences.
• Experience coordinating marketing campaigns, launches, and social media.
• Familiarity with Canva or similar graphic design tools.
• Experience working with online businesses, coaches, consultants, or digital education companies.
• Experience using AI tools to improve workflows and operational efficiency.

GoHighLevel experience is highly advantageous, but candidates with experience using other CRM and automation platforms will be considered if they are technically confident and quick to learn.

Ideal Candidate Profile

The ideal candidate is someone who:

• Thinks strategically while remaining comfortable handling practical day-to-day execution.
• Takes initiative rather than waiting for instructions.
• Can manage competing priorities without becoming overwhelmed.
• Enjoys creating order, improving systems, and keeping projects on track.
• Is highly tech-savvy and enthusiastic about AI and automation.
• Has a good eye for detail, design, and brand consistency.
• Communicates clearly and consistently.
• Anticipates problems and brings solutions and recommendations.
• Can work confidently with a fast-moving founder who values independence and accountability.

Working Hours

This is a part-time remote position of 20 hours per week. Specific working hours and scheduling arrangements will be confirmed with the successful candidate.