Executive Assistant
South Africa / Philippines
VA/EA – Operations /
Executive Assistant /
Remote
Role Overview
We’re hiring an Executive Assistant to support the CEO and keep the company running smoothly across admin, finance ops, investor relations, customer relations, and content management. You’ll own day‑to‑day execution, proactively remove obstacles, and communicate with internal and external stakeholders with accuracy and speed. This role reports directly to the CEO.
What You’ll Do
1) Executive Support to the CEO
● Manage a high‑volume calendar, coordinate meetings across time zones, and
protect focus time (“gatekeeper/gateway” function).
● Draft, proof, and send professional correspondence (often confidential) to
prospects, customers, partners, and vendors.
● Prepare and/or standardize presentations and meeting materials so
information is clear, consistent, and on‑brand.
● Triage and follow up on issues addressed to the CEO, including sensitive
matters; determine the best course of action or referral.
● Meet daily with the CEO to review priorities, surface risks, and ensure
follow‑through on commitments.
2) Financial Management
● Credit cards & expenses: Collect receipts, code transactions, reconcile
statements, and submit accurate expense reports on schedule (Dext + Google
Sheets).
● Accounting & audit liaison: Partner with the accounting team and external
auditors to supply documentation, answer requests, and maintain an
organized audit trail.
● Banking & financial partners: Compile and submit monthly/quarterly reports,
covenant checklists, and other required packets to banks and financial
partners.
3) Investor Relations
● Company profiles: Maintain accurate, up‑to‑date profiles and data on key
platforms. You will claim, update, or liaise as applicable with:
○ Core investor/data platforms: Crunchbase, Bloomberg Company
Profile, Tracxn, Dealroom, PitchBook, CB Insights, PrivCo, S&P Capital IQ,
FactSet.
○ Startup & public profiles: AngelList/Wellfound, F6S, Gust (if fundraising),
Product Hunt (for launches/announcements).
○ Company directories & sales intelligence (claim or request edits):
○ Owned channels: LinkedIn Company Page, website, Press page.
○ Media/investor newsletters: Coordinate submissions/briefings to
outlets such as Axios (Pro Rata) and similar, as directed.
● Monthly “Flash Reports”: Build and distribute a concise KPI update to a
targeted investor list (e.g., growth, pipeline, supply, key wins, focus risks).
Investor calls: Schedule, circulate agendas and pre‑reads, take notes, track
action items, and follow through.
● Start‑up programs: Identify, apply to, and manage benefits with technology
partners (e.g., GitHub, Atlassian/Jira, Notion, AWS Activate, Google Cloud for
Startups, Microsoft for Startups, HubSpot for Startups, Stripe, Twilio, Figma,
Airtable—plus others as appropriate).
4) Customer Relations
● Inbound calls: Answer and route calls via Dialpad with a helpful, professional
demeanor; document outcomes.
90‑Day Success Metrics
- Calendar & comms: 99% on‑time meetings; inbox triage twice daily with <24‑hour response on priority items.
- Expenses: 100% of card transactions coded with receipts by T+3 business days each month; zero unreconciled items at month‑end.
- Financial partner packets: All bank/partner reports submitted on or before due dates; no compliance slippage.
- Investor relations:
- Customer support: ≥90% of Salesforce cases closed within 2 business days; CSAT (if available) ≥4.5/5.
- Content: Zero broken links on updated pages; urgent WordPress requests turned around within 1 business day.
○ Claimed/updated core profiles (Crunchbase, Bloomberg, Tracxn, Dealroom) with consistent company facts.
○ First two Flash Reports sent on time with tracked distribution and open rates.
○ At least 3 relevant start‑up programs applied for.
What You’ll Bring
- 3+ years as an Executive Assistant or Virtual Assistant supporting a senior leader (start‑up experience preferred).
- Flawless written English; excellent judgment with confidential information.
- Strong project management skills; you keep multiple workstreams moving without dropping details.
- Comfortable with numbers and documentation: you can reconcile statements, organize audit files, and prepare bank packets.
- Confident, clear communicator with investors, customers, partners, and vendors.
- Bias for action: you anticipate needs, solve problems, and follow through to completion under deadline pressure.
Tools You’ll Use Here
- Communication: Slack, Gmail, Dialpad
- Calendar & Docs: Google Calendar, Google Docs, Google Sheets, Google Drive
- Project Management & Knowledge: Notion
- Website: WordPress
- Design: Canva
- CRM & Support: Salesforce, Instantly
- Expenses: Dext, Uncat, Quickbooks
Work Style
- Highly organized, accurate, and reliable; you value clean documentation and consistent processes.
- Comfortable working autonomously with frequent context‑switching.
- Positive, service‑oriented attitude; you make the team around you more effective.
$700 - $1,100 a month
Why Join Assist World?
100% REMOTE
$50 birthday bonus
$200 testimonial bonus
$300 tenure bonus every 6 months
$500 entry monthly raffle
NO TRACKER. NO PROBLEM
