Operations & Data Hygiene Specialist

Insideoutva; South Africa; On-site; ZAR 359,000 - 448,000; Full time

Job summary

Insideoutva is seeking an Operations Executive Assistant in a strictly back-office capacity. You will build infrastructure, ensure operational visibility, and drive task execution across 20+ concurrent projects with shared resources.

Working alongside the Operations Manager, you will maintain data hygiene, file attachments, extract transcript action items, and ensure seamless cross-segment connectivity. Details and cadence are essential for success in this fast-growing firm.

Qualifications

• Obsessive precision with data, folders, and records.
• Operational mindset to organize, track, file, and connect operational dots independently.
• Back-office focus on internal coordination and systematic data management.
• Clear, effective written and spoken English.
• Practical AI & software fluency with ChatGPT, Gemini, Manus and core workspace tools.
• Structured accountability with a 90-day onboarding plan and SOP building.

Responsibilities

• Ingest emails and attachments, filing into designated Google Drive/Notion repositories before live client meetings.
• Update and maintain internal fulfillment trackers, bank-status trackers, and vendor logs across 20+ projects.
• Identify friction points and leverage AI tools to automate daily tasks.
• Maintain data consistency across Gmail, Notion, Drive, Slack, Zoom, DocuSign, and QuickBooks.
• Extract action items and assign tasks from Zoom transcripts; route to team and external specialists.
• Use Cadence for daily check-ins, top-priority logging, and end-of-day recaps.
• Keep client entity folders updated across five buckets with documents and minutes.
• Route signatures via DocuSign; archive signed contracts and track outstanding docs.
• Perform baseline bookkeeping in QuickBooks across multiple entities.

Skills

Obsessive precision

Operational mindset

Back-office focus

Clear English communication

AI & software fluency

Structured accountability

Tools

Notion

Slack

Google Workspace

Cadence

QuickBooks

DocuSign

Job description

Insideoutva is seeking an Operations Executive Assistant in a strictly back-office capacity. You will build infrastructure, ensure operational visibility, and drive task execution across 20+ concurrent projects with shared resources.

Working alongside the Operations Manager, you will maintain data hygiene, file attachments, extract transcript action items, and ensure seamless cross-segment connectivity. Details and cadence are essential for success in this fast-growing firm.