Executive Assistant & Project Coordinator - EST Hours (Remote)

ISTA Personnel Solutions is a dynamic and fast-growing BPO company. We are not a recruitment agency. We partner with international US clients and integrate our staff members directly within our clients' operations. We focus on long-term placements where you contribute directly to the client's success.

About the Role

We are seeking a high-performance Executive Assistant / Project Coordinator to support the Director of Business Intelligence in a fast-moving, complex, multi-entity environment.

This is not a traditional EA role.

You will operate as a critical extension of a senior BI leader — managing executive workload, coordinating cross-functional delivery, and bringing structure to a high-volume, multi-system environment.

The role exists to free up senior technical capacity and ensure operational execution across projects, systems, and stakeholders.

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:

• Executive Support
• Manage a high-volume inbox, prioritising and summarising key actions
• Own a fast-moving calendar with frequent changes and competing priorities
• Proactively protect the Directors time and manage scheduling conflicts

• Project Coordination (ClickUp)
• Attend project kick-offs, take structured notes, and convert discussions into ClickUp task boards
• Track project progress across multiple teams and subsidiaries
• Follow up on deliverables, flag risks, and ensure accountability

• Meeting & Documentation Support
• Capture clear, structured meeting notes and action items
• Produce summaries for team visibility
• Support creation of scope-of-work documentation before project initiation

• Operational Support
• Own recurring operational tasks currently performed by technical staff (e.g. weekly report extraction across multiple entities in QuickBooks)
• Support CRM and data-related administrative tasks (e.g. HubSpot updates and reporting)
• Continuously identify and absorb repetitive workload from the BI team

• Systems & Tools
• Learn and take ownership of new tools as required
• Work across multiple platforms and troubleshoot independently where possible

The Tools You'll Use:

• ClickUp | Microsoft Outlook | Teams | Excel | OneNote | QuickBooks | HubSpot

Requirements:

• Experience working in technology or similarly fast-paced technical environments is a strong advantage
• Prior exposure to project coordination or project management type work (e.g. tracking deliverables, managing workflows, cross-team coordination)
• Strong Excel skills (advanced formulas required - pivot tables advantageous)
• Extremely organised with strong attention to detail
• Comfortable in a fast-paced, high-volume environment
• Strong communication skills and disciplined follow-through
• Proactive and resourceful — able to work independently once briefed
• Experience with ClickUp or similar tools advantageous
• Familiarity with QuickBooks and/or CRM systems advantageous
• High level of confidentiality and professionalism
• Comfortable supporting technical teams in an operational capacity

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.