Executive Assistant - 16906

Job Title: Executive Assistant
Location: Remote — South Africa preferred
Schedule: Full-time, 8:00 a.m.–5:00 p.m. EST (2:00 p.m.–11:00 p.m. South Africa time)

We are seeking a proactive and versatile Executive Assistant to support both personal and business tasks for a senior executive in the insurance and finance space. The ideal candidate is highly organized, confident on the phone, and experienced in managing complex schedules, vendor relationships, and administrative operations. This role requires excellent English communication, strong attention to detail, the ability to learn quickly, and the discretion to handle sensitive information. The candidate must also be knowledgeable in HubSpot and Salesforce, and must not rely on AI tools like ChatGPT to complete the majority of their work.

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  Calendar & Inbox Management: Organize schedules, prioritize meetings, and triage communications.

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  Vendor & Travel Coordination: Handle calls with vendors, negotiate terms, and arrange high-detail, complex travel itineraries.

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  Administrative Support: Manage day-to-day tasks, prepare documents, oversee subscriptions, and support both personal and business needs.

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  Recruitment Support: Screen, interview, and vet candidates (beyond trial-only hiring).

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  Finance & Operations: Support commission reconciliation, payroll processing, and maintain CRM hygiene.

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  Marketing & CRM Involvement: Assist with Salesforce and HubSpot tasks, including basic reporting, campaigns, or updates.

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  Project Coordination: Support small initiatives, track progress, and ensure deadlines are met.

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  Phone & Communication Management: Make calls on behalf of the executive and communicate clearly and professionally across internal and external stakeholders.

• 2+ years as an Executive Assistant (open to 5+ years for senior profiles).

• Strong verbal English with excellent phone presence.

• Fast and accurate typing speed (minimum 40 WPM).

• Experience in the insurance or finance industry.

• Hands-on experience with Salesforce and HubSpot.

• Highly organized, structured, and able to manage tasks, onboarding workflows, and SOPs.

• High attention to detail and ability to stay on top of tasks independently.

• Familiarity with AI productivity tools.

• Experience with Notion or other workflow systems.

• Exposure to basic accounting practices.

• High energy, strong personality, and sales aptitude.

• Negotiation skills and ability to manage vendor relationships.