Executive Assistant + Personal Assistant (Entrepreneurial "EAPA") — Founders Support

Role Overview

We are a small, fast-moving consulting company (two founders + one team member) looking for a highly entrepreneurial, proactive, and assertive Executive/Personal Assistant to support both founders across business operations and personal life logistics.

This is a true wear-many-hats role for someone who thrives in scrappy, startup-style environments with minimal structure. You will be expected to take ownership, push back when needed, communicate clearly, and consistently reduce the founders' workload (not add to it).

Preference: Candidates with startup/agency background and strong independence (South Africa preferred due to communication style and assertiveness fit).

Key Responsibilities

Executive Assistant (Business Support):
• Manage calendars, inbox coordination, and scheduling priorities for both founders
• Support day-to-day operations across a lean consulting business (minimal SOPs, frequent changes)
• Coordinate internal tasks and keep work moving in Notion (task tracking, follow-ups, deadlines)
• Maintain organized digital filing and documentation in Google Drive
• Handle general admin support across tools and systems (email, docs, trackers, process notes)

Recruiting + Contractor Management (Upwork):
• Source, interview, and vet contractors (primarily admin, ops, and social media-related roles)
• Manage communications with candidates/contractors and support rate negotiation
• Drive hiring workflows end-to-end (shortlists, scheduling, scorecards/notes, next steps)
• Coordinate contractor work from kickoff through completion (scope, timelines, deliverables)

Project Management:
• Own and run small-to-medium projects from A to Z across founders + contractors
• Create clear task plans, set timelines, and follow up consistently to ensure delivery
• Provide brief daily/weekly status updates and proactively flag blockers or risks
• Light Finance Coordination (Project Management + Review)
• Zoho Books / Zoho Payroll: coordinate quarterly bookkeeping contractor (reminders, follow-ups, ensuring books are updated)
• YNAB (personal finance): coordinate monthly budgeting contractor, then review categorization for accuracy (quality check / reasonableness)
• Maintain simple financial checklists and ensure completion by deadlines
• (Note: This is not a full bookkeeper role—more coordination + review.)

Personal Assistant (Personal Life Logistics):
• Coordinate household staff and home services (cleaners, chefs, contractors, dog trainer, etc.)
• Research and book travel, manage itineraries, and handle trip logistics
• Order groceries and household essentials via apps
• Support moving logistics, vendor research, product recommendations, and general life admin
• Ensure personal operations run smoothly with minimal founder involvement

Content + Social Media Support (Required Baseline + Growth Path):
• Social media savvy and comfortable supporting content workflows
• Able to hire/manage social media contractors on Upwork when needed
• Basic familiarity with Canva and digital content coordination (e.g., thumbnails, simple graphics)
• Bonus (not required but preferred):
• Copywriting for social posts/emails/newsletters
• Video editing for short-form content

Must-Have Qualifications:
• 3–4+ years experience supporting founders/executives in startup, agency, or high-change environments
• Highly proactive, independent, and comfortable with minimal structure
• Assertive communicator who can respectfully push back, ask clarifying questions, and prevent mistakes
• Strong project management ability (follow-through, timelines, accountability)
• Recruiting/contractor management experience (especially Upwork)
• Excellent written and spoken English (clear, concise, professional)
• High discretion and comfort handling personal + business matters
• Strong organization, attention to detail, and reliability

Tools & Systems:
• Notion (task + project tracking)
• Google Workspace / Google Drive
• Zoho Books + Zoho Payroll (coordination)
• YNAB (review + quality checking)
• Upwork (recruiting + contractor management)
• Email + calendar tools

What Success Looks Like:
• Founders consistently feel time returned (less admin, fewer follow-ups, fewer dropped balls)
• You ask smart questions up front, communicate progress clearly, and don't make assumptions
• Projects and contractors move forward without founders needing to chase
• Personal logistics are handled smoothly with minimal back-and-forth
• You operate as a true right-hand—not a "yes-person," but a thoughtful executor who elevates operations

Interview Process Note (Trial Task):
• Finalists may be asked to complete a paid trial task (time-boxed) to evaluate:
• Communication and clarifying questions
• Execution quality and follow-through
• Organization and reporting style

Why Join Assist World?

100% REMOTE
$50 birthday bonus
$200 testimonial bonus
$500 entry monthly raffle
NO TRACKER. NO PROBLEM