Virtual Operations Assistant

Unbottleneck™; Cape Town; Hybrid; ZAR 50 000 - 200 000; Full time

Job summary

A dynamic operations firm is seeking a highly organized Operations Assistant to enhance business operations in Cape Town. This role involves providing executive support, managing operational workflows, and collaborating with leadership teams. The ideal candidate will excel in a fast-paced environment, have 5+ years of related experience, and possess strong organizational and communication skills. Key responsibilities include operational reporting, project coordination, and improving processes. This position requires availability during U.S. time zones and a stable internet connection.

Qualifications

• 5+ years of experience in operations, project coordination, or administrative support.
• Strong attention to detail and ability to manage multiple tasks.
• Excellent written and verbal communication skills.

Responsibilities

• Provide executive support including calendar and meeting coordination.
• Maintain operational reporting and dashboards.
• Coordinate onboarding and offboarding for projects and team members.
• Identify process inefficiencies and implement improvements.

Skills

Organizational skills

Communication skills

Problem-solving

Operational tools proficiency

Job description

We are seeking a highly organised and proactive Operations Assistant to support the smooth day-to-day functioning of the business. In this role, you will provide operational, project, recruiting, and leadership support while helping to maintain strong operational systems and workflows. The ideal candidate is systems-oriented, detail-focused, and comfortable working across multiple functions in a fast-paced environment, with a strong ability to improve processes, reduce manual work, and enable teams to focus on strategic and client-facing priorities.

Key Responsibilities May Include:

• Provide executive support, including calendar, inbox, meeting coordination, and follow-ups.
• Maintain operational reporting, including L10 scorecards, action tracking, and shared dashboards.
• Coordinate project onboarding and day-to-day operational workflows across teams.
• Manage Statements of Work from intake through approval and handover.
• Support resource planning by maintaining capacity plans and coordinating changes with team leads.
• Assist with recruiting operations, including candidate coordination and interview scheduling.
• Support LinkedIn and marketing campaigns, including meeting notes, timelines, and messaging support.
• Ensure accurate time tracking and support operational and financial reporting.
• Coordinate onboarding and offboarding for projects, clients, team members, and contractors.
• Identify process inefficiencies and implement improvements through documentation and automation.
• Collaborate closely with leadership and cross-functional teams while adapting to shifting priorities.

What We’re Looking For:

• 5+ years of experience in operations, project coordination, administrative support, or similar roles.
• Strong organizational skills and attention to detail; able to manage multiple workstreams simultaneously.
• Excellent written and verbal communication; confident in following up with stakeholders.
• Comfort working with operational tools and systems
• Strong problem-solving mindset with an interest in continuous improvement.
• Experience supporting recruiting coordination and candidate pipelines.
• Experience with professional services, agencies, or delivery teams.

Other Requirements:

• High-speed fiber internet (minimum 50–100 Mbps).
• Own laptop/desktop with external monitor.
• Stable backup power supply.
• Quality headset with a built-in microphone.
• Availability: Monday–Friday during U.S. time zones.