Executive Assistant

Executive Assistant / CRM CoordinatorLocation: Remote (South Africa)Type: Full-timeWE WILL ONLY BE REPLYING TO APPLICANTS WHO INTERVIEW WITH THIS LINK:https://app.onewayinterview.com/invite/YCVWX9M5S6rbONn9mDfCAbout the RoleWe’re looking for a highly experienced Executive Assistant who can operate as the client’s right hand — managing their day, their clients, and the back-end operations of the business. This role is a mix of EA, operations, and CRM ownership.You’ll be responsible for organising everything around the client’s work life: calendars, AR, client communication, bookings, follow-ups, and making sure nothing falls through the cracks.A critical part of this role is owning the CRM: helping to choose, set up, build, and manage a CRM system that keeps the whole operation running smoothly.Key ResponsibilitiesExecutive & Operations SupportManage the client’s calendar, meetings, and bookings (internal and external).Coordinate with the client’s clients to schedule calls, follow-ups, and project timelines.Handle email and WhatsApp communication on behalf of the client where needed.Prepare summaries, reminders, and action lists so the client always knows what’s next.Support with AR-related admin (e.g. tracking invoices, payment follow-ups, updating records — not accounting, but coordination).Client & Account Management SupportKeep track of clients, renewals, and key deliverables.Make sure follow-ups happen on time and clients feel well taken care of.Maintain up-to-date records of each client’s status, notes, and next steps.CRM OwnershipHelp set up or refine the client’s CRM (HubSpot, GoHighLevel, Pipedrive, or similar).Build and manage pipelines, stages, tags, and automations as needed.Keep all data clean and updated (contacts, companies, deals, tasks, notes).Create simple dashboards or reports for the client (e.g. open deals, upcoming tasks, overdue follow-ups).Suggest improvements to processes and workflows using the CRM.Requirements3+ years experience as an Executive Assistant, Operations Assistant, or similar in a fast-paced environment.Strong experience working with CRMs (e.g. HubSpot, GoHighLevel, Pipedrive, Salesforce, Zoho, etc.).Able to set up and customise a CRM from scratch or improve an existing one (pipelines, stages, fields, basic automations).Excellent English (written and spoken) and confident on Zoom/meetings.Very strong organisation, follow-through, and attention to detail.Comfortable working US hours and coordinating across multiple time zones.Tech-savvy: able to quickly learn new tools and systems.