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Open nowPosted 60 days ago

Executive Assistant

Workable (global search)108,016 open roles

Where
South Africa
Work mode
Remote
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Your applicationOpen nowExecutive AssistantWorkable (global search) · South Africa

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The clock on this job

Early applications get read.

7.9% of postings close within 7 days. Measured by our own scanner across the market. Workable (global search) postings stay open a median of 7 days.

Share of postings closed within
  1. 1.6%1 day
  2. 3.6%3 days
  3. 7.9%7 days
  4. 14.9%14 days
  5. 34.0%30 days
This job: posted 60 days ago

Workable (global search) median: 7 days open

The posting

Executive Assistant

Position Type: Full-Time | Remote

Working Hours: U.S. Business Hours

About the Role

At Pavago, we are hiring for one of our clients seeking a highly organized, proactive, and discreet Executive Assistant to provide dedicated support to two senior leaders. This role is centered around managing executive communications, calendars, administrative operations, and day-to-day coordination, allowing leadership to focus on strategic priorities.

The ideal candidate is an exceptional communicator, thrives in a fast-paced environment, and is comfortable acting as a trusted representative for leadership. Since this role involves handling confidential information and receiving real-time task delegation by phone, professionalism, responsiveness, and discretion are essential.

Responsibilities

Executive Inbox & Communication Management

  • Manage executive inboxes using Microsoft Outlook by prioritizing emails, drafting responses, and organizing communications.
  • Monitor incoming correspondence to ensure timely responses and follow-ups.
  • Draft professional communications on behalf of leadership while maintaining confidentiality.
  • Act as the communication liaison between executives, internal teams, clients, and external stakeholders.

Calendar & Meeting Coordination

  • Manage complex executive calendars, including scheduling, rescheduling, and confirming meetings across multiple time zones.
  • Proactively resolve scheduling conflicts and protect executives' time.
  • Coordinate Zoom and Microsoft Teams meetings, including invitations and meeting logistics.
  • Ensure leadership is fully prepared for upcoming meetings and commitments.

Executive Support & Task Management

  • Remain available by phone throughout the 9:00 AM–5:00 PM CST workday to receive real-time task delegation.
  • Accurately capture verbal instructions, convert them into actionable tasks, and ensure timely completion.
  • Track priorities, deadlines, and follow-ups without requiring constant supervision.
  • Confirm completion of delegated tasks promptly and proactively.

Administrative Operations

  • Coordinate domestic and international travel arrangements.
  • Prepare meeting agendas, record meeting notes, and track action items.
  • Organize files, documentation, and business records.
  • Assist with research, reporting, and special projects as assigned.
  • Coordinate vendor communications and administrative workflows.

CRM & Operations Support

  • Maintain accurate records and activities within Salesforce CRM.
  • Track ongoing projects, deadlines, and executive priorities.
  • Follow up on outstanding tasks and ensure operational activities continue moving forward.

Client & Stakeholder Coordination

  • Communicate professionally with clients, vendors, and external partners via email, phone, and virtual meetings.
  • Serve as a trusted point of contact on behalf of leadership.
  • Represent the company with professionalism, responsiveness, and discretion.

What Makes You a Perfect Fit

  • You are highly organized and naturally stay ahead of deadlines and priorities.
  • You communicate confidently and professionally with executives, clients, and stakeholders.
  • You thrive in fast-paced environments and can manage multiple responsibilities independently.
  • You exercise exceptional discretion when handling sensitive and confidential information.
  • You are proactive, responsive, and take ownership of tasks from start to finish.

Required Experience & Skills

Must-Haves

  • 3+ years of experience as an Executive Assistant, Administrative Assistant, or similar executive support role.
  • Proven experience managing executive inboxes and complex calendars.
  • Exceptional written and verbal English communication skills.
  • Proven ability to handle confidential and sensitive information with complete discretion.
  • Availability to remain reachable by phone throughout 9:00 AM–5:00 PM CST.
  • Fast and accurate typing skills for documenting verbal instructions and real-time task management.
  • Strong organizational and multitasking abilities with excellent attention to detail.
  • Experience interacting professionally with clients and external stakeholders.
  • Proficiency with Microsoft Outlook, Microsoft Office 365, Zoom, Microsoft Teams, and Salesforce CRM.

Typical Day

  • Managing executive inboxes and prioritizing daily communications.
  • Coordinating calendars, meetings, and scheduling across multiple time zones.
  • Receiving phone-based task delegation and executing requests promptly.
  • Updating Salesforce records and tracking ongoing projects.
  • Preparing meeting agendas, documenting action items, and following up on outstanding tasks.
  • Coordinating travel arrangements and supporting day-to-day executive operations.

Interview Process

  • Initial screening with Pavago.
  • Client interview.
  • Final selection and onboarding.

#LI-AG1

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