Operations & Executive Assistant

Somewhere; Remote; ZAR 50 000 - 200 000; Full time

Job summary

A growing mental health clinic is seeking a proactive Executive Assistant Operations Coordinator. In this fully remote role, you will support the Owner/Director with day-to-day operations, HR administration, and marketing efforts. The ideal candidate will have at least 3 years of experience in a similar role, strong communication skills, and proficiency with spreadsheets and HR tasks. This position offers a salary ranging from $1000 to $2000 per month, depending on experience.

Qualifications

• Must have 3 years experience as an Executive Assistant or similar role supporting a senior leader.
• Strong English communication skills (written and spoken) are required.
• Experience with HR-related tasks such as onboarding and payroll is essential.

Responsibilities

• Manage the Owner/Director's inbox and calendar.
• Support payroll processing and administrative workflows.
• Coordinate recruiting logistics including interview scheduling.
• Build and maintain spreadsheets for operational tracking.
• Support marketing communications and campaign coordination.

Skills

3 years experience as an Executive Assistant or similar role

Strong English communication skills

Advanced comfort with spreadsheets

Experience with HR-related tasks

Proficiency in various software/tools

Ability to build light SOPs and checklists

High discretion and professionalism

Self-starter with strong organizational skills

Positive upbeat personality

Job description

Role: Operations & Executive Assistant
Priority Location: South Africa and Latin America
Working Hours: Monday-Friday 40hrs/week with in US Eastern Time Zone
Type of job: Fully Remote
Start Date: January 2026
Salary Range: $1000-$2000/month

A candidate with the preferred industry-specific experience would be highly considered for the maximum offer. The final offer is at the client's discretion and will depend on the candidate's interview result, skills and experience.

About the Company: The company is an outpatient mental health clinic with a growing team of clinicians and administrative staff. As we scale we are investing in better systems and support to reduce operational bottlenecks and protect leadership time.

Role Overview

We are hiring a proactive Executive Assistant Operations Coordinator to support the Owner/Director with day-to-day priorities across operations, confidential HR/payroll administration, recruiting coordination, and light marketing and reporting. This role requires someone who can manage up, bring structure to ambiguity and operate with high discretion. This is a full-time remote role.

Key Responsibilities

• Executive Support
  • Own inbox and calendar management, scheduling reminders and follow-ups.
  • Track priorities and deadlines, helping the Owner/Director stay focused on the highest-impact work.
  • Create and maintain organized digital filing systems for operational documents and references.
  • Draft and send routine communications as needed (internal and external).
  • Patient scheduling and intake duties (shared with Billing Support Specialist)
• Confidential HR and Payroll Administration
  • Support payroll processing and payroll-related administrative workflows with discretion.
  • Manage benefits enrollment administration, especially post-90-day enrollments and ongoing updates.
  • Maintain HR trackers, onboarding documentation and compliance-related checklists.
  • Support process improvements that reduce manual work and prevent items from slipping.
• Recruiting and Hiring Coordination
  • Coordinate recruiting logistics including interview scheduling and candidate communication.
  • Maintain candidate pipelines and trackers in spreadsheets.
  • Draft job posts, screening questionnaires and interview scorecards as needed.
  • Support onboarding logistics once hires are made.
• Operations Reporting and Metrics
  • Build and maintain spreadsheets for operational tracking, reporting and basic performance metrics.
  • Help organize clinic data so it is usable for decision-making (clean trackers, consistent formats).
  • Identify recurring tasks and bottlenecks, propose lightweight systems to streamline.
• Marketing and Outreach Support
  • Support marketing blasts and outreach communications (email campaigns and basic ad coordination as directed).
  • Maintain simple marketing calendars and trackers.
  • Coordinate with vendors or internal team members to execute campaigns.

Required Qualifications

• Must have 3 years experience as an Executive Assistant, Operations Assistant or similar role supporting a senior leader, preferably in healthcare, behavioral health or a regulated environment.
• Strong English communication skills (written and spoken) and comfort interacting professionally with clients and staff.
• Advanced comfort with spreadsheets (Excel or Google Sheets) including trackers, basic reporting and organized data workflows.
• Experience with HR-related tasks such as onboarding, benefits administration and payroll is required.
• Proficiency in various software/tools and the ability to support basic marketing execution (email campaigns, simple ad coordination).
• Experience building light SOPs, checklists and repeatable processes.
• High discretion and professionalism, able to handle confidential payroll and HR information.
• Self-starter who can manage ambiguous tasks, set priorities and follow through without constant direction.
• Must have a positive upbeat personality that can build up Meghan rather than be passive‑aggressive. This is a key non‑negotiable.

Success Metrics

• Owner time is freed up meaningfully (fewer interruptions, fewer dropped balls, more structure).
• Payroll and benefits tasks are handled accurately and confidentially.
• Recruiting coordination runs smoothly with clear tracking and follow‑through.
• Operational data and documentation become organized, searchable and consistently maintained.