Executive Operations Assistant

1 week ago

Cape Town, Western Cape, South Africa Somewhere Full time

Job Title: Executive Operations Assistant

Location: South Africa and LATAM Region (100% Remote)

Contract Type: Independent Contractor Agreement

Compensation: USD $1,500–$2,000 per month (based on experience)

Schedule: Full-Time Position

About the Company

We are a fast-growing HVAC manufacturer's representative and mechanical contracting company seeking a proactive and highly organized Executive Operations Assistant to join our remote team. This role is ideal for a resourceful professional who thrives in a dynamic environment, is passionate about streamlining operations, and is looking for long-term growth within the organization.

Position Overview

The Executive Operations Assistant will provide comprehensive support across executive administration, operations coordination, CRM management, customer and subcontractor communication, and marketing tasks. This is a multi-faceted role that requires exceptional attention to detail, strong communication skills, and the ability to manage multiple priorities in a fast-paced setting.

We are looking for someone who is tech-savvy, adaptable, and capable of growing into a high-autonomy operations partner.

Key Responsibilities

Executive & Administrative Support

Manage calendars, appointments, and scheduling across multiple time zones.

 Triage and organize emails across two executive inboxes, ensuring timely follow-up and clear communication.

 Prepare reports, summaries, and documentation as needed.

 

Operations & Coordination

Support day-to-day operations and ensure tasks move efficiently from initiation to completion.

 Coordinate communication with subcontractors, vendors, and customers.

 Assist in project follow-through, data entry, and process tracking.

 

CRM & Systems Management

Perform CRM cleanup, maintenance, and optimization in ClickUp and RepFabric.

 Ensure accurate documentation, task organization, and pipeline updates.

 

Marketing & Communications

Support light marketing duties, including Mailchimp updates, newsletter support, and asset organization.

 Assist with brand consistency, file management, and communication workflows.

 

General Support

Maintain organized digital files and operational systems.

 Identify opportunities to improve workflows and increase efficiency.

 Take ownership of assigned tasks with a high level of independence and accountability.Required Qualifications
Excellent English communication skills (written and verbal).

 Strong organizational and multitasking abilities.

 Tech-savvy with the ability to quickly learn new platforms and tools.

 Experience with CRM systems (ClickUp, RepFabric strongly preferred).

 Ability to manage multi-channel communication professionally and effectively.

 Prior experience in executive assistance, operations, administration, or similar roles.

 Preferred Skills
Experience with Mailchimp or similar marketing tools.

 Background in operations coordination or project management.

 Familiarity with mechanical contracting, construction, HVAC, or technical industries (a plus but not required).

 What We Offer
Competitive monthly compensation based on experience.

 Flexible remote work environment.

 Opportunity for long-term growth into a high-autonomy operations role.

 

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