Senior Executive Assistant

Virtustant

South Africa

Remote

ZAR 995,000 - 1,492,000

Full time

4 days ago

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Benefits offered by this job

Remote work

Job summary

Virtustant is seeking a Senior Executive Assistant to support the CEO and managing partner, coordinating client communications, drafting outreach in the partners' voice, and driving AI-driven workflow automation. You will use Claude and ChatGPT daily for research, drafting, and analysis, and manage CRM and pipeline follow-ups.

The role is full-time and remote, with a heavy focus on organization, process improvement, and maintaining relationships with clients to uncover new revenue opportunities.

Qualifications

Several years of executive support experience for a CEO or managing partner in a professional services firm.
Excellent written and spoken English with clear communication.
Daily use of AI tools (Claude, ChatGPT) and comfort with agent or no-code workflow builders.
Experience with CRMs and pipeline tracking; fast learner who improves processes.
C2 English level.

Responsibilities

Track every client and prospect conversation and ensure timely follow-ups.
Draft outreach emails in the partners' voice.
Review CRM pipeline, flag stalled opportunities and plan next steps.
Follow up with existing clients to maintain relationships and surface revenue.
Own partners' calendars and manage meeting logistics.
Prepare meetings with briefs, agendas, and materials.
Translate complex instructions into clear AI-driven workflows.
Capture actions during long calls and progress multiple tasks.
Use Claude and ChatGPT daily for research, drafting, and analysis.
Work with internal AI agents to build automated workflows.
Describe processes clearly for AI builders to implement as workflows.
Continuously look for ways to reduce manual work and improve team operations.

Skills

Executive support

CRM experience

AI tools Claude ChatGPT

No-code workflow builders

English proficiency

Tools

CRM software

Microsoft Office

Google Workspace

Job description

Job Title: Senior Executive Assistant

About The Company

Our client recruits across AI, robotics, and aerospace and defense for more than 40 years. The firm's practice now extends into emerging areas such as Forward Deployed Engineering, physical AI, defense technology, and executive searches for AI-native leaders.

Job Description

This role focuses on organizing business development and providing executive support. You will manage client and prospect communications, prepare for partner meetings, and handle complex instructions. You will also use AI tools for research and drafting, and work with internal AI agents to build automated workflows.

You will be responsible for tracking all client conversations and ensuring timely follow-ups. You will draft outreach emails in the partners' voice and review the CRM pipeline to identify stalled opportunities. Additionally, you will follow up with existing clients to maintain relationships and find new revenue streams.

Responsibilities Of The Role

Track every open conversation with clients and prospects and make sure follow-ups happen on time.
Draft follow-up emails and outreach in the partners' voice.
Review deals and the pipeline in the CRM; flag stalled opportunities and suggest next steps.
Follow up with existing clients to keep accounts healthy and surface new revenue.
Own both partners' calendars: get the right people on them and keep the wrong people off.
Prepare for meetings: briefs, background, agendas, and materials.
Turn noisy or scattered instructions into a clear plan and run with it.
Multitask during long calls, capturing actions while keeping other work moving.
Use Claude and ChatGPT daily for research, drafting, and analysis.
Work with internal AI agents to build automated workflows.
Describe a process clearly enough for an AI builder to turn it into a workflow, then run it, maintain it, and edit it.
Continually look for ways to cut manual work and improve how the team operates.

Required Experience And Qualifications

Several years as an Executive Assistant supporting a CEO, C-suite executive, or managing partner at a professional services firm. Chief of Staff or Project Coordinator backgrounds in a similar setting also fit.
Excellent written English and strong verbal communication; clear and easy to understand on calls.
Hands-on, daily use of AI tools (Claude, ChatGPT) and comfort with agent or no-code workflow builders. No programming required.
Experience with CRMs and pipeline tracking.
A fast learner who improves processes rather than just following them.
C2 English level.

Preferred Skills