Executive Assistant (with Bookkeeping Focus)
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Job Location:
Johannesburg - South Africa
Monthly Salary:
Not Disclosed
Posted on:
30+ days ago
Vacancies:
1 Vacancy
Job Summary
Job Title: Executive Assistant (with Bookkeeping Focus)
Type: Full-time Independent Contractor
Location: Remote
Work hours: 9:00 AM 5:00 PM US Pacific Time
About the Role
We are seeking a highly organized and digitally savvy Executive Assistant with strong bookkeeping and operations skills to support our CEO across two businesses: a high-growth startup and an established HVAC services company.
This is not a traditional EA role you ll be a critical partner in managing the CEO s schedule ensuring operational efficiency and owning day-to-day financial processes until a formal finance function is established. You ll also provide lightweight support on legal and M&A workflows helping streamline communication and coordination across multiple stakeholders.
The ideal candidate thrives in fast-paced entrepreneurial environments is confident making decisions with limited context and can move first drafts from concept to something reviewable quickly.
Key Responsibilities
Executive Support
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Manage inbox: triage prioritize and draft concise replies.
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Own complex calendar management across time zones; schedule internal/external meetings.
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Coordinate travel logistics itineraries and accommodations.
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Track process and reconcile CEO and corporate expenses.
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Handle personal admin as needed to free the CEO for strategic priorities.
Bookkeeping & Financial Operations
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Manage bookkeeping for both businesses (invoicing bill pay reconciliations and reporting).
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Set up and maintain accounting systems (QuickBooks Xero).
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Collaborate with external accountants/advisors to ensure compliance and accuracy.
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Provide the CEO with regular financial updates and insights.
Operations & Workflow
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Create improve and document lightweight systems and checklists.
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Spin up structured first drafts (emails memos simple decks) and iterate quickly.
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Research vendors tools and solutions; present clear shortlists and recommendations.
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Track tasks and follow-ups to completion without hand-holding.
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Coordinate recurring company deadlines and ensure submissions are on time.
Finance Legal & M&A Support (lightweight)
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Assist with expense management and reconciliations.
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Organize data rooms and diligence artifacts; maintain checklists for acquisitions.
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Coordinate with partner firms on document flow and signatures.
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Prepare simple slide materials and summaries for internal reviews.
Marketing & Communications
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Partner with the Marketing Director on CEO thought leadership and digital presence.
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Draft and refine communication materials such as presentations emails and posts.
Qualifications
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3 5 years in an EA Operations Finance Paralegal or M&A-adjacent role.
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Strong bookkeeping and financial management experience including setting up accounting systems.
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Outstanding written and spoken English; crisp professional communication.
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Highly organized with attention to detail and follow-through.
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Able to manage multiple priorities across two distinct businesses.
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Strong judgment under ambiguity; comfortable operating with limited context.
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Fast first-drafting ability: take a concept to a 30% draft quickly for review.
Nice to Have
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Paralegal training or hands-on experience with legal workflows.
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Exposure to buy-side diligence data rooms and checklists.
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Experience supporting executives who travel frequently across multiple time zones.
Tools You ll Use
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Google Workspace and Microsoft 365 (Docs Sheets Slides Word Excel).
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Slack and/or Microsoft Teams.
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WhatsApp for quick coordination.
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QuickBooks or Xero for bookkeeping.
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Asana Notion or ClickUp for task and project management.
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Basic familiarity with GitHub is a plus (not required).
What Great Looks Like
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CEO s calendar inbox and workflows run seamlessly.
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Books are accurate up to date and ready for review.
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Tasks and projects are proactively tracked through completion.
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First drafts of materials are clear structured and professional.
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Sensitive information is handled with the utmost confidentiality.
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Systems are created documented and continuously improved.
Growth Opportunities
As the businesses expand this role can evolve into Operations Manager or Chief of Staff with broader oversight of finance legal and cross-functional leadership.
Key Skills
- Time Management
- Microsoft Office
- Organizational skills
- Microsoft Outlook
- Microsoft Word
- Personal Assistant Experience
- Microsoft Powerpoint
- Calendar Management
- Microsoft Excel
- Administrative Experience
- Microsoft Outlook Calendar
- Google Suite
