On-boarding Manager

RayAI Inc.; South Africa; Remote; ZAR 600,000 - 900,000; Full time

Job summary

Ray AI is a remote-first productivity company that empowers founders, innovators, and entrepreneurs by delivering AI-enabled executive assistants who handle time-consuming tasks.

We are seeking an Onboarding Manager to coach and mentor Executive Assistants and ensure clients receive outstanding support from day one, spanning six core areas including onboarding acceleration, client experience, confidence-building, performance monitoring, and program excellence.

Qualifications

• 5+ years managing operational teams in BPO/service industries with international stakeholders

Responsibilities

• Lead onboarding sessions with new Executive Assistants and clients.
• Resolve early-stage partnership challenges and monitor progress.
• Provide tailored coaching to Executive Assistants and build confidence to meet standards.
• Monitor EA engagement and performance trends; deliver data-informed feedback.
• Improve onboarding programs and keep SOPs up-to-date.

Skills

Team leadership

Executive Assistant knowledge

English communication

Remote work management

Job description

About RAY AI

RAY AI is a cutting-edge productivity company that empowers builders, innovators, and entrepreneurs by providing AI-enabled virtual assistants.

Our assistants take on time-consuming tasks, allowing clients to focus on driving growth and innovation.

Since our inception, we’ve built a team of talented virtual assistants from Kenya, South Africa, and across Latin America, enabling transformative growth for Founders across Europe.

We are looking for an experienced On-boarding Manager to ensure a seamless, high-impact on-boarding experience for both the Executive Assistants and the Clients.

Role Overview

We value genuine connections, collaborative teamwork, and a clear vision. Our experienced and ambitious team thrives within proven support frameworks, consistently delivering exceptional performance. As an Onboarding Manager, you play a pivotal role, providing coaching, mentorship, and targeted support that ensures our Executive Assistants deliver exceptional service from day one. You will act as their mentor, advocate, and trusted advisor, empowering them to reach their full potential.

Role Requirements:

We seek passionate Onboarding Managers committed to coaching and motivating Executive Assistants. You will set ambitious benchmarks, foster enduring relationships, and ensure our clients receive outstanding support. Ideal candidates excel in:

• Establishing trust through transparency and integrity
• Listening actively and empathetically
• Defining clear, achievable goals
• Encouraging professional growth and building confidence
• Supporting individual career development paths
• Offering thoughtful and actionable feedback

What does an Operations Manager do?

At RAY AI, the Operations Manager is a linchpin in our client-EA partnerships—ensuring Executive Assistants are not only equipped to thrive from day one but continuously evolving in their role. Your work will span across six core areas :

• Accelerate Onboarding Success: You will lead daily alignment sessions with new Executive Assistants and clients, setting clear expectations and helping EAs adapt quickly to client workflows, tools, and communication styles.
• Proactively Manage Client Experience: You’ll act as the first line of support to resolve early-stage partnership challenges, keep clients up to date with progress, and adjust onboarding strategies based on ongoing feedback.
• Coach for Confidence and Capability: You’ll provide tailored coaching and training to Executive Assistants, enabling them to build confidence, own responsibilities, and consistently meet performance standards.
• Monitor Performance and Operational Flow: You’ll track EA engagement and performance trends, deliver data-informed feedback, and ensure smooth transitions between onboarding and long-term support structures.
• Drive Program Excellence: You’ll collaborate with internal teams to continuously improve our onboarding experience and Bootcamp content, while maintaining and updating SOPs and integration resources.

Embody and Champion RAY AI Culture

You’ll cultivate a supportive, values-driven culture that champions growth, ownership, and well-being in a fully remote work environment.

Who we are looking for:

• Passionate leader skilled at motivating and effectively managing teams.
• Experienced in the role and responsibilities of an Executive Assistant.
• An exceptional communicator.
• Highly organized with meticulous attention to detail.
• Dedicated to lifelong learning and personal improvement.
• Effective in collaboration yet confident working independently.
• Passionate about thriving in a remote-first environment.

Must-Haves:

• At least five (5) years managing operational teams in BPO/service industries, with experience working with international stakeholders, particularly from the US.
• Proven expertise and enthusiasm in coaching, mentoring, and developing talent.
• Exceptional written and verbal English communication skills with strong presentation abilities.
• Skilled at managing diverse stakeholders across multiple organizational functions.
• Strong knowledge of industry-standard performance management, capable of generating detailed business reports and performance summaries.
• Integrity, professionalism, and the ability to inspire as a role model.
• Flexibility to accommodate night shifts or rotating schedules.

Nice-to-Haves:

• Experience as an Executive Assistant or managing Executive Assistants
• Experience in project management, training, and quality
• Coaching certification
• Experience working with C-level executives in Western countries
• Experience working with fast-paced tech startups.

If you’re excited to empower others and make a meaningful impact from day one, we'd love to hear from you.