Seasoned Executive Assistant Finance Legal Project management Background (South Africa)

• $1800 - $2500 per month ( Commensurate with experience )
• Long-term opportunity for the right candidate
• Scope and responsibility may increase over time based on performance

Working Hours

• Full-time role
• Primary working hours aligned with London (GMT) with overlap into Eastern Time and Gulf Standard Time
• Light weekend availability for urgent matters

Role Overview

We are seeking a highly organised and discreet Executive Assistant to provide comprehensive administrative and operational support to a private principal operating internationally.

This is a hands-on execution-focused role requiring exceptional attention to detail sound judgment and the ability to manage a wide range of personal and business-related matters with consistency and professionalism. The successful candidate will act as a trusted point of coordination ensuring that day-to-day operations run smoothly and that nothing is missed.

The workload varies week to week and requires comfort switching between structured administrative tasks and fast practical problem-solving.

This role suits someone who treats details as their responsibility and makes sure nothing slips

Key Responsibilities

Executive & Administrative Support

• Full management of inbox and calendar including prioritisation and organisation
• Scheduling and coordination across multiple time zones
• Tracking deadlines renewals and ongoing commitments
• Preparing clear summaries checklists and updates as required

Banking Legal & Compliance Coordination

• Handling routine banking correspondence and KYC requests
• Liaising with lawyers accountants and professional advisers under direction
• Tracking documentation and ensuring timely follow-up
• Maintaining organised records and reference materials

Personal Operations

• Coordination of travel arrangements (flights accommodation itineraries)
• Management of personal appointments (health wellness memberships grooming)
• Tracking personal expenses and basic budgeting oversight
• Coordination of virtual errands and personal logistics

Business & Operational Support

• Liaising with vendors contractors and service providers
• Managing invoices payments and reminders
• Supporting small business initiatives with administrative coordination
• Ensuring all tasks are followed through to completion

Research & Planning Support

• Conducting structured research and comparisons
• Presenting findings clearly using tables or concise written summaries
• Flagging potential issues or upcoming requirements in advance

Relationship & Personal Operations

• Maintaining light-touch tracking of important dates and personal touchpoints (e.g. birthdays anniversaries follow-ups)
• Supporting gifting acknowledgements and reactivation of key personal and professional relationships when prompted
• Ensuring reminders and follow-through are handled discreetly and on time
• Managing these items operationally not socially

Authority & Working Style

• Trusted to communicate externally on behalf of the principal where appropriate
• Expected to manage routine matters independently once briefed
• Escalation only where judgment or approval is required
• Strong preference for written clarity checklists and proactive updates
• Missed deadlines or dropped follow-ups are not acceptable; systems and reminders are expected to be used consistently

Candidate Profile

• Prior experience supporting executives founders or private individuals
• Preferred candidate industry background exposure is Finance Legal Startup experience Marketing/advertising is also of interest
• Experience with Notion is preferred. Candidates without prior experience should demonstrate a strong fast-learner mentality and the ability to quickly adapt to new tools.
• Exceptionally organised with a strong eye for detail
• Calm reliable and professional in approach
• Strong written English and clear communication
• Comfortable working across time zones and managing varied priorities
• High level of discretion and integrity is essential

Personal Attributes

• Proactive rather than reactive
• Takes ownership and follows through
• Comfortable working quietly and independently
• Values structure order and precision

• A short cover letter explaining why you would be a strong fit for the role. Use this as an opportunity to pitch yourself directly to the client by highlighting your relevant experience achievements and motivation for applying.

Please include reasons for leaving any roles with short tenure and share your long-term career plans. We value long-term commitment and want to ensure a stable mutually beneficial working relationship going forward.

• What is your monthly expected salary for the role in USD
• What is your notice period or how soon would you be able to start
• An updated and detailed CV. Ensure it includes relevant keywords and highlights key skills and experience you have relevant to the role.
• A video introduction link where you introduce yourself and summarize your experience and key achievements. You dont need to mention the specific role you are applying forkeep it general by highlighting your background expertise and what you can bring to your next role. Kindly use Google Drive and ensure that the link is unrestricted viewable by anyone with the link and does not expire. It is imperative to have a video introduction to move forward with the application process.

Tips for a professional well-presented video:

• Record in a quiet well-lit space with minimal background noise and distractions.
• Dress professionally as you would for an interview.
• Ensure your device is fixed and stable while recording without movement.
• Maintain good posture speak clearly and make eye contact with the camera. Remember first impressions last!
• Here are some examples should you need it: note that all requirements serve an important purpose in our recruitment process. Please ensure that you provide all requested information to move forward successfully.
  

  Required Experience:

  IC