Executive Assistant at Assist World (South Africa)Executive Assistant

We are looking for a highly experienced, proactive, and detail-oriented Executive Assistant to provide high-level administrative and operational support to a busy executive. This is not a role for someone who simply waits for instructions. The ideal candidate will be able to take ownership of tasks, anticipate what needs to happen next, follow through without constant supervision, and communicate clearly and professionally. You will work closely with an executive and have access to their email, internal systems, and workflows. Because the company works closely with customers and investors, accuracy, professionalism, responsiveness, and attention to detail are essential.

● Manage and coordinate administrative tasks on behalf of the executive ● Review and manage emails, including drafting responses and follow-ups ● Create email drafts that accurately reflect the executive's tone and communication style ● Follow up with customers, contacts, and stakeholders to ensure actions are completed ● Monitor outstanding tasks and proactively remind the executive of anything requiring their attention ● Help coordinate events, invitations, attendees, and customer communications ● Manage logistics for company events and executive engagements ● Research and coordinate vendors and suppliers, including promotional merchandise and company swag ● Place orders and coordinate delivery of materials and supplies ● Work within HubSpot and other internal systems to self-service administrative requests ● Maintain accurate records and information across Google Sheets and other Google Workspace tools ● Support general executive-level administration and ad hoc projects ● Identify opportunities to improve processes and make the executive's day-to-day workflow more efficient ● Take ownership of assigned tasks from start to finish, ensuring nothing falls through the cracks

AI & Technology The successful candidate should be comfortable using AI as part of their everyday workflow. You don't need to be an AI expert, but you should already have practical experience using tools such as Claude and understand how AI can be used to improve productivity, communication, and administrative workflows. Experience creating or working with AI prompts, integrations, connections, or custom AI "skills" is highly desirable.

● Proven experience as an Executive Assistant, ideally supporting senior executives or high-level professionals ● Experience working in a fast-paced environment where priorities can change quickly ● Excellent written and verbal English ● Exceptional attention to detail and accuracy ● Strong organizational and time-management skills ● Highly responsive and reliable ● A proactive, self-starting approach to work ● Excellent follow-through and task ownership ● Comfortable managing confidential information and executive communications ● Able to "manage up" by proactively identifying outstanding actions and keeping the executive accountable ● Strong judgment and the ability to determine what needs to be handled independently versus escalated ● Comfortable working with multiple software platforms and learning new systems quickly ● Practical experience using AI tools, particularly Claude

Software Experience Experience with the following is preferred: ● HubSpot ● Claude / AI tools ● Google Workspace ● Google Sheets ● Slack ● Ramp

Why Join Assist World?

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