Virtual Executive Assistant for Entrepreneur (Fully Remote for US-Based Client)

Unbottleneck™; Cape Town; Hybrid; ZAR 200 000 - 300 000; Full time

Job summary

A consulting and advisory firm in Cape Town is seeking an Executive Assistant to support multiple companies. This role requires exceptional organizational skills and the ability to handle confidential information. Key responsibilities include managing executive schedules, coordinating meetings, and maintaining project workflows. The ideal candidate will thrive in fast-paced environments and support a variety of business functions. This position involves working Monday to Friday, aligning with US time zones.

Qualifications

• Proactive, organized, and skilled in managing complex workflows.
• Ability to operate with discretion and confidence in fast-moving environments.
• Experience with managing confidential information.

Responsibilities

• Provide high-level executive support and manage complex calendar.
• Prepare executives for meetings with agendas and briefing notes.
• Coordinate scheduling and logistics for meetings and events.
• Maintain organized digital systems and accurate documentation.
• Manage project workflows and task boards in ClickUp.

Job description

This role supports a business leader who operates multiple companies simultaneously across private equity, consulting, content/media, and events. The Executive Assistant will manage day-to-day operations, communications, scheduling, stakeholder coordination, and project follow-through across several active ventures. The ideal candidate is proactive, organized, skilled in managing complex workflows, and able to operate with discretion and confidence in fast-moving environments.

You will serve as a strategic right hand — ensuring priorities are executed, operations run smoothly, and projects progress across business portfolios.

Key Responsibilities:

• Provide high-level executive support, including complex calendar, inbox, and travel management across multiple companies and time zones.
• Prepare executives for meetings by creating agendas, briefing notes, and follow-up summaries.
• Manage confidential information with discretion and professionalism.
• Coordinate scheduling and logistics for internal and external meetings, events, and interviews.
• Track commitments, ensure timely follow-up, and maintain accountability across initiatives.
• Maintain organized digital systems, shared drives, and accurate documentation.
• Manage invoices, reimbursements, and expense tracking; support client billing processes.
• Maintain CRM systems (DealCloud, HubSpot, etc.) with updated contacts, notes, and deal activity.
• Support private equity and M&A administration, including due diligence tracking and NDA management.
• Coordinate professional communications and outreach with investors, clients, and partners.
• Manage podcast operations: guest scheduling, production timelines, materials, and post-release communications.
• Support community engagement and outreach via podcast networks, LinkedIn, and related channels.
• Manage project workflows and task boards in ClickUp; track progress, dependencies, and deadlines.
• Translate meeting discussions into actionable tasks and follow through on completion.
• Support client onboarding, contracts, and billing coordination within consulting and advisory practices.
• Assist with event and partnership coordination, including speaker, sponsor, and vendor communications.
• Support light marketing and communications activities such as LinkedIn posts, content formatting, and website updates.
• Maintain and manage operational systems, including Google Workspace, Microsoft 365, QuickBooks, LastPass, and Zapier.
• Coordinate platform integrations and automation to enhance productivity and workflow efficiency.
• Uphold brand standards and assist with content consistency across marketing and communications materials.

Other Requirements:

• Excellent WIFI (minimum 50 -100Mbps speed)
• Own Laptop or desktop computer
• External Monitor
• Sufficient backup power supply for power outages
• Good quality headset with a built-in microphone
• Working hours are Monday to Friday (US Time Zones)