Senior Executive Assistant - Bookkeeping exp. (South Africa)

• Manage complex calendars, coordinate meetings across time zones, and ensure the CEO’s schedule reflects strategic priorities.

• Handle travel logistics, including flights, accommodations, and detailed itineraries.

• Screen and manage email correspondence, draft responses, and ensure timely follow-up on key matters.

• Prepare briefing materials, reports, and summaries ahead of meetings or presentations.

• Maintain confidentiality at all times, handling sensitive information with discretion and professionalism.

• Serve as the communication bridge between the CEO and internal teams, ensuring alignment and timely follow-through on tasks and projects.

• Track and manage key action items, deadlines, and deliverables for the CEO and leadership team.

• Support light project management activities and maintain visibility on priorities.

• Assist with expense tracking, invoice processing, and basic financial coordination.

• Create and maintain organized filing systems and documentation (digital and cloud-based).

• Use productivity tools such as Google Workspace, Notion, Airtable, Asana, Slack, or ClickUp to manage workflows and enhance team efficiency.

• Build or maintain dashboards and trackers to support visibility into ongoing initiatives.

• Identify opportunities to automate or streamline recurring tasks and administrative processes.

• Liaise professionally with internal teams, partners, and external stakeholders on behalf of the CEO.

• Draft and format clear, concise communications, memos, and reports.

• Ensure the CEO is fully prepared for all meetings with relevant materials and context.

• Represent the CEO with professionalism, discretion, and a solutions-oriented mindset.

You are a trusted professional who thrives in a dynamic environment and enjoys supporting an ambitious, fast-moving executive. You’re equally comfortable managing logistics as you are coordinating complex priorities. You’re proactive, detail-oriented, and always three steps ahead.

• Tech-strong and computer literate, with advanced proficiency in modern collaboration tools.

• Highly organized, able to juggle multiple priorities with accuracy and calm.

• A clear communicator, both written and verbal.

• Analytical and thoughtful, with a natural ability to problem-solve and anticipate needs.

• Adaptable, thriving in a fast-changing, entrepreneurial environment.

• Trustworthy, able to handle confidential matters with integrity.

• Proactive and independent, taking initiative to keep things moving without constant direction.

• 5+ years of experience as an Executive Assistant supporting a CEO, Founder, or senior executive.

• Demonstrated tenure of at least 4–5 years in one company, showing stability and depth of partnership.

• Strong technical proficiency across productivity and communication tools (Google Workspace, Notion, Airtable, Slack, Asana, etc.).

• Experience coordinating complex travel arrangements and managing high-volume schedules.

• Exceptional organization, time management, and attention to detail.

• Basic financial literacy (expenses, invoices, simple reporting).

• Excellent judgment, composure under pressure, and professional discretion.