Overview
Executive Assistant Jobs in South Africa at hotsourced
Title: Executive Assistant
Company: hotsourced
Location: South Africa
South Africa (Remote) | Full-Time | Permanent | Facilities Management
Placed by Hotsourced – connecting top South African talent with world-class global companies
We’re working with a fast-scaling, globally operating facilities management business seeking a high-impact Executive Assistant to partner directly with the CEO. This is a unique opportunity for a commercially minded operator who thrives in a fast-paced environment and wants to play a meaningful role in driving business growth.
This is not your typical EA role. You’ll act as a true right hand to the CEO—owning critical workflows, supporting the sales pipeline, and ensuring the CEO can focus on high-value strategic priorities. If you enjoy taking ownership, solving problems proactively, and operating at the heart of a growing business, this role offers exceptional exposure and career growth.
Company Overview / About Us
Our client is a global facilities management provider delivering integrated solutions that help businesses operate more efficiently, safely, and effectively. With a strong commercial mindset and commitment to operational excellence, they support clients across complex environments while continuing to scale internationally.
Job Summary / Role Overview
The Executive Assistant to the CEO is a strategic and operational role designed to maximise the CEO’s effectiveness. You will take ownership of calendar management, sales operations support, stakeholder coordination, and executive-level administration while proactively removing bottlenecks across the business.
This role blends traditional executive support with commercial execution—particularly across CRM management, sales coordination, and proposal delivery.
Key Responsibilities
Sales Process Ownership
- Manage CRM hygiene, ensuring accurate pipeline data, deal stages, and reporting
- Conduct lead research and build targeted prospect lists
- Draft and send outreach communications and follow-ups on behalf of the CEO
- Coordinate proposals, tenders, and bid submissions end-to-end
- Produce weekly pipeline and performance reports, flagging risks and opportunities
Managing the CEO’s Time
- Own and optimise the CEO’s calendar across multiple time zones
- Triage inbox communications, draft responses, and prioritise key messages
- Prepare daily and weekly briefings, ensuring the CEO is fully prepared for meetings
- Coordinate travel, accommodation, and itineraries
- Act as gatekeeper and primary point of contact for stakeholders
Broader Executive Support & CEO Duties
- Prepare board packs, presentations, and meeting materials
- Attend meetings, capture notes, and track action items through to completion
- Liaise with leadership teams to ensure alignment and accountability
- Draft internal communications and company updates
- Manage expenses, subscriptions, and onboarding documentation
- Coordinate events, offsites, and client engagements
- Support recruitment coordination and onboarding logistics for senior hires
Taking Work Off the CEO’s Plate
- Own delegated tasks end-to-end with minimal supervision
- Prepare high-quality documents and client-facing materials
- Coordinate cross-functional teams to keep projects moving
- Support light project management on strategic initiatives
- Handle ad-hoc business and personal tasks as required
Required Qualifications / What We're Looking For
- 3–6 years’ experience in an Executive Assistant, Sales Operations, or similar role
- Demonstrated experience supporting a CEO, founder, or senior leader
- Strong experience managing CRM systems (e.g., HubSpot, Salesforce, Pipedrive)
- Exceptional written and verbal English communication skills
- Proven ability to manage multiple priorities in a fast-paced environment
- High attention to detail, particularly with documentation and reporting
- Strong organisational and problem-solving abilities
- Comfortable working remotely with high autonomy
Preferred Skills / Nice to Have
- Experience in facilities management, B2B services, or similar industries
- Exposure to sales processes, pipeline management, and reporting
- Familiarity with AI productivity tools
- Experience coordinating tenders or proposals
- Project management experience or mindset
Work Schedule
- GMT: Monday to Friday, 9AM-5PM GMT
- South Africa Standard Time (SAST): Monday to Friday, aligned with UK hours (with flexibility for occasional extended support)
Benefits / What We Offer
- Competitive salary based on experience
- Fully remote working environment
- High-impact role working directly with a CEO
- Exposure to global business operations and strategy
- Opportunity for career growth into senior operations or commercial roles
- Collaborative and high-performance team culture