Executive Virtual Assistant

Office Beacon South Africa; Johannesburg; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A leading talent solutions provider in Johannesburg is seeking an Executive Virtual Assistant to provide strategic support to senior leadership. The role involves managing executive calendars, drafting communications, and maintaining CRM systems. Ideal candidates thrive in fast-paced settings, possess strong communication skills, and have proficiency in Google Workspace and CRM tools. This position offers core working hours aligned with PST, ensuring a dynamic work atmosphere suitable for career growth.

Qualifications

• Experience in managing executive calendars and emails.
• Strong written and verbal communication skills.
• Proficiency in using Google Workspace and CRMs.

Responsibilities

• Manage executive calendars across global time zones.
• Draft executive communications and proposals.
• Maintain and update HubSpot CRM.

Skills

Calendar management

Email prioritization

Google Workspace proficiency

CRM management

Communication skills

Tools

HubSpot

Slack

Microsoft Excel

Job description

About Office Beacon

Office Beacon is a leading talent solutions provider specializing in connecting skilled professionals with innovative companies across Africa and globally. We focus on delivering flexible, reliable staffing solutions that empower clients to scale efficiently while supporting candidates’ career growth in dynamic environments.

Role Overview

As the Executive Virtual Assistant, you’ll be a strategic support partner to senior leadership, managing administrative tasks, executive communications, CRM workflows, and light project coordination. This role is ideal for someone who thrives in fast-paced environments, anticipates needs, and enjoys working closely with decision-makers.

Key Responsibilities

Executive & Administrative Support

• Manage executive calendars across global time zones (PST-focused)
• Handle inbox management, prioritization, and drafting executive emails
• Coordinate travel, accommodations, and post-travel expense reports
• Prepare materials for meetings, board sessions, and pilot projects
• Organize and maintain files using Google Workspace (Docs, Sheets, Drive)
• Draft business communications, grant proposals, and assist with marketing

CRM & Project Support

• Maintain and update HubSpot CRM (contacts, pipelines, data accuracy)
• Support investor outreach, follow-ups, and pre-meeting research
• Assist with light financial administration (vendor invoices, receipts, reimbursements)
• Track internal projects (grants, pilots, reporting) using Slack & Google Sheets

Communication & Outreach

• Draft professional business communications, proposals, and follow-ups
• Assist with newsletters and light social media coordination
• Support grant application preparation and stakeholder tracking

Technology & Tools

• Daily use of Google Workspace, HubSpot, Slack, WhatsApp & Microsoft Excel
• Maintain secure handling of confidential and sensitive information
• Communicate clearly and consistently with internal teams

Core Hours: 8 AM – 4 PM PST (5 PM – 1 AM SAST)

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