Remote Executive Assistant — Growth & Operations

Insideoutva; South Africa; On-site; ZAR 448,000 - 538,000; Full time

Job summary

Insideoutva is seeking an Executive Assistant to join a rapidly growing construction-related business. You will handle cash-flow, invoicing, job costing, QuickBooks Online, and field-to-office process improvements while supporting the owner directly from a remote setting.

You’ll manage emails, documentation, and project administration, coordinate with field teams and vendors, and help build scalable SOPs to protect the owner's time and drive growth.

Qualifications

• Proven experience as an Executive Assistant or similar role.
• Strong hands-on experience with QuickBooks Online.
• Background in bookkeeping, invoicing, and accounts receivable.
• Experience tracking expenses, receipts, and financial documentation.
• Excellent organizational and document management skills.
• Experience using Microsoft Outlook and Microsoft Office.
• Proficient in Google Workspace.
• Exceptional English communication skills, both written and spoken.
• Ability to manage multiple priorities independently.
• Attention to detail with a strong sense of ownership.
• Comfortable working with a business owner in a fast-paced environment.

Responsibilities

• Cash flow, bookkeeping and job costing; prepare and issue invoices, monitor receivables, follow up on overdue payments, code expenses to job files in QuickBooks Online, maintain job-costing records, organize financial documentation.
• Field receipt management: collect receipts from field contractors, track submissions, match receipts to projects, maintain records to support accounting and job costing.
• Inbox & communication management: manage high-volume email, create project folders, archive communications, maintain documentation, screen and prioritize inbound messages, escalate issues as needed.
• Operational support & process improvement: own recurring admin tasks, identify bottlenecks, develop SOPs, build processes for receipt collection, expense reporting, document filing.
• Executive & general administrative support: calendar coordination, travel planning, coordinating tasks across projects, handle ad-hoc requests, protect owner's time.

Skills

Executive support

Bookkeeping

Cash flow

Operations coordination

English communication

Tools

QuickBooks Online

Microsoft Outlook

Microsoft Office

Google Workspace

Job description

Insideoutva is seeking an Executive Assistant to join a rapidly growing construction-related business. You will handle cash-flow, invoicing, job costing, QuickBooks Online, and field-to-office process improvements while supporting the owner directly from a remote setting.

You’ll manage emails, documentation, and project administration, coordinate with field teams and vendors, and help build scalable SOPs to protect the owner's time and drive growth.