Executive Operations Assistant

Job Title: Executive Operations Assistant
Location: South Africa (100% Remote)
Contract Type: Independent Contractor Agreement
Compensation: USD $1500$2000 per month (based on experience)
Schedule: Full-Time Position

About the Company

We are a fast-growing HVAC manufacturers representative and mechanical contracting company seeking a proactive and highly organized Executive Operations Assistant to join our remote team. This role is ideal for a resourceful professional who thrives in a dynamic environment is passionate about streamlining operations and is looking for long-term growth within the organization.

Position Overview

The Executive Operations Assistant will provide comprehensive support across executive administration operations coordination CRM management customer and subcontractor communication and marketing tasks. This is a multi-faceted role that requires exceptional attention to detail strong communication skills and the ability to manage multiple priorities in a fast-paced setting.

We are looking for someone who is tech-savvy adaptable and capable of growing into a high-autonomy operations partner.

Key Responsibilities

Executive & Administrative Support

• Manage calendars appointments and scheduling across multiple time zones.
  
• Triage and organize emails across two executive inboxes ensuring timely follow-up and clear communication.
  
• Prepare reports summaries and documentation as needed.
  

Operations & Coordination

• Support day-to-day operations and ensure tasks move efficiently from initiation to completion.
  
• Coordinate communication with subcontractors vendors and customers.
  
• Assist in project follow-through data entry and process tracking.
  

CRM & Systems Management

• Perform CRM cleanup maintenance and optimization in ClickUp and RepFabric.
  
• Ensure accurate documentation task organization and pipeline updates.
  

Marketing & Communications

• Support light marketing duties including Mailchimp updates newsletter support and asset organization.
  
• Assist with brand consistency file management and communication workflows.
  

General Support

• Maintain organized digital files and operational systems.
  
• Identify opportunities to improve workflows and increase efficiency.
  
• Take ownership of assigned tasks with a high level of independence and accountability.

Required Qualifications

• Excellent English communication skills (written and verbal).
  
• Strong organizational and multitasking abilities.
  
• Tech-savvy with the ability to quickly learn new platforms and tools.
  
• Experience with CRM systems (ClickUp RepFabric strongly preferred).
  
• Ability to manage multi-channel communication professionally and effectively.
  
• Prior experience in executive assistance operations administration or similar roles.
  

Preferred Skills

• Experience with Mailchimp or similar marketing tools.
  
• Background in operations coordination or project management.
  
• Familiarity with mechanical contracting construction HVAC or technical industries (a plus but not required).
  

What We Offer

• Competitive monthly compensation based on experience.
  
• Flexible remote work environment.
  
• Opportunity for long-term growth into a high-autonomy operations role.