Executive Administrative Assistant - US Operations | Remote | EST Hours

Job description

ISTA Personnel Solutions South Africa is a BPO company partnering with international clients to build high-performing remote teams. We are recruiting for a exceptional Executive Administrative Assistant – AI & Operations Support .

ABOUT THE ROLE

This is a modern Executive Administrative Assistant role with a strong focus on AI-assisted workflows, operational support, research, reporting and process development. While some administrative support may be required, this is not a diary-management role.

This role is suited to someone who enjoys learning, problem-solving, adapting to change and building better ways of working. You do not need to be a programmer or AI specialist; however, you should be genuinely comfortable with technology, learn quickly, think independently, able to write well and excited by the opportunity to use AI in a practical business environment.

PLEASE NOTE: - Working Hours:  Monday – Friday | 9:00 AM – 6:00 PM EST (3:00 PM – 12:00 AM South African time – subject to daylight savings). - Public Holidays:  This role requires working on both South African and U.S. public holidays (compensation for SA public holidays in accordance with the BCEA). - Internet Requirements:  A fixed fibre line with a minimum speed of 25 Mbps (upload & download) and wired Ethernet capability is mandatory. Applicants without a fixed fibre line cannot be considered. - Power Backup:  Reliable backup required to manage load shedding or outages. Applicants without a power backup cannot be considered. - Work Environment:  Fully remote.

Key Responsibilities: - Support the development, testing and refinement of AI-assisted workflows and processes. - Use AI tools to assist with research, workflow development, written outputs and operational tasks. - Write clear, detailed instructions and prompts to help achieve accurate AI-generated outputs. - Assist with reports, data downloads, information organisation and documentation. - Track tasks, follow up on outstanding actions and ensure work is completed accurately and on time. - Learn and confidently use new software, systems and processes. - Support ad hoc administrative, operational and project-based requirements. - Assist with improving internal processes as the client’s business and AI requirements evolve. - Complete relevant onboarding, data-security and system training.

The Tools You'll Use: - ClickUp | Microsoft Outlook | Teams | Excel | OneNote | QuickBooks | HubSpot | AI Tools

Requirements: - Excellent written English, with the ability to communicate clearly, accurately and professionally. - Strong administrative, executive support, operations support, project coordination or similar experience. - Exceptional learning agility and the ability to understand new systems and processes quickly. - Highly organised, detail-oriented and able to manage several priorities at once. - A quick thinker who can process information, take initiative and move efficiently between tasks. - Comfortable using technology and exploring unfamiliar software independently. - Strong research and problem-solving skills. - Persistent, proactive and able to work independently while knowing when to ask for guidance. - Exposure to AI tools, prompt writing, workflow automation or AI-assisted work will be advantageous, but is not essential. - Experience with Excel, reporting, data handling or process documentation will be beneficial.

Culture & Working Style: - Fast-moving environment with shifting priorities - Direct, clear communication style with emphasis on asking questions before acting - Collaborative and supportive team culture - Regular video-based meetings and strong cross-team engagement

Growth Opportunity:

This role has strong potential to evolve into a Project Coordination / Project Management function over time, including the possibility of managing junior coordinators as the business scales.

If you are not contacted within 14 working days, please consider your application unsuccessful.