Operations & Executive Assistant - 21016

Role: Operations & Executive Assistant
Priority Location: South Africa or Philippines
Working Hours: Monday-Friday, 8:00am- 5:00pm EST
Target Start Date: ASAP (Urgent Hiring)

The final offer is at the client’s discretion and will depend on the candidate’s interview result, skills, and experience.

About the Company:

A high-end advertising and creative agency that helps clients grow through creative strategy, cinematic video and photo production, paid advertising, lead generation, and lead nurturing.

The agency works with high-value clients and operates across multiple functions, making strong internal organization, follow-through, and operational discipline critical to continued growth.

About the Role:

We are looking for a highly organized, proactive, and detail-oriented Operations & Executive Assistant to work closely with the founder and serve as a reliable right hand in managing his day-to-day workload.

This is not a traditional administrative assistant role. The primary responsibility is to help the founder stay organized, understand his capacity, prioritize his workload, and ensure important tasks and commitments don't fall through the cracks.

The ideal person will become deeply familiar with how the founder operates, understand the business and its client commitments, and proactively keep things moving without needing to be told what to do at every step.

You'll essentially act as the organizational glue between the founder, his priorities, and the various moving pieces of the business.

Key Responsibilities:

Executive & Workload Management

• Maintain a clear view of the founder's priorities, commitments, deadlines, and available capacity.
• Help organize his calendar, workload, and weekly priorities.
• Proactively identify what needs to get done and ensure it stays on track.
• Follow up on outstanding tasks, commitments, and action items.
• Keep important "small things" from slipping through the cracks.
• Help the founder determine where his time should be allocated each week.
• Provide regular reminders, updates, and accountability around priorities.

Project & Operational Coordination

• Monitor ongoing projects and ensure key deliverables are progressing on schedule.
• Coordinate with internal team members and follow up when tasks are incomplete or delayed.
• Make sure team members understand their responsibilities and deadlines.
• Track deliverables across creative, social media, advertising, lead generation, and other client services.
• Identify bottlenecks or gaps in execution and bring them to the founder's attention.
• Help ensure the standards and processes established by the founder are consistently followed.

Communication & Follow-Through

• Manage and follow up on action items coming out of meetings.
• Prepare written summaries, updates, and follow-ups for the founder.
• Draft emails and other communications on the founder's behalf when appropriate.
• Ensure commitments made to clients or team members are properly tracked and followed through.
• Serve as a communication bridge between the founder and internal team when needed.

Systems & Organization

• Maintain and improve organizational systems within tools such as ClickUp and other AI-powered productivity tools.
• Help organize SOPs, workflows, tasks, and recurring responsibilities.
• Use AI tools to improve efficiency and automate repetitive administrative work.
• Continuously look for ways to make the founder's workflow more organized and efficient.
• Develop a deep understanding of the founder's working style and become increasingly proactive and predictive over time.

Qualifications & Skills:

• 3–7+ years of relevant professional experience, ideally in operations, project management, client success, executive support, or a similar role.
• Previous experience working within a marketing, advertising, creative, or agency environment is strongly preferred.
• Experience supporting a founder, executive, account manager, or other high-performing professional.
• Exceptional organization and attention to detail.
• Strong follow-through and accountability.
• Highly proactive — able to anticipate needs rather than simply wait for instructions.
• Comfortable managing multiple priorities and deadlines simultaneously.
• Strong written and verbal English communication skills.
• Comfortable communicating with internal team members and, when appropriate, clients.
• Strong familiarity with project management and productivity tools; ClickUp experience is a plus.
• Comfortable using AI tools to improve workflows and productivity.
• Able to operate independently and bring structure to an environment with many moving parts.
• Strong judgment and the ability to distinguish between what requires the founder's attention and what can be handled independently.