Personal & Business Executive Assistant / Operations VA
Location: Remote — South Africa
Working Hours: Part-time to start, with potential to move to full-time.
About the Role
Outsource Ability is recruiting on behalf of a UK property investor and short-term rental operator for a highly organised, proactive self-starter to take on the Executive Assistant / Operations VA role — supporting both the business and personal side of their portfolio.
This is not a task-taking VA role. The client is looking for someone who takes full ownership of a task from start to finish, uses their own initiative to solve problems and find solutions without needing to be told each step, and progressively removes administrative and operational work from the client's day — freeing him to focus on acquiring properties, negotiating deals, sales, investor relationships and networking.
This is an opportunity to grow. The client wants someone who is invested in developing within the role and the business over time, taking on increasing responsibility and autonomy as trust is built.
Key Responsibilities
- Manage and organise the client's calendar, including scheduling property viewings, calls and meetings, and protecting time for high-value work.
- Maintain one central task and project management system — recording, prioritising, actioning or delegating tasks, chasing third parties, and confirming completion without needing to be chased for updates.
- Support day-to-day administration of the Serviced Accommodation portfolio, including guest communication, coordinating cleaners and maintenance, supplier contact, utilities and property expense tracking.
- Coordinate new property setup from key handover through to launch, including furniture and supplier sourcing, contractor coordination, staging, photography and budget tracking.
- Conduct research and procurement (flights, hotels, supplies, contractors, software) and independently work through to a recommendation rather than presenting raw options for the client to sort through.
- Handle business administration including document preparation, contract admin, filing, bill tracking, spreadsheets, basic property performance figures and investor ROI calculations.
- Provide personal assistance including travel research, bookings, reminders, personal purchases and message drafting.
- Use judgement to distinguish what can be handled independently, what should be prepared with a recommendation for approval, and what needs to be escalated immediately — escalating only where genuinely necessary.
What We're Looking For
Essential
- A genuine self-starter who takes initiative and ownership, and gets tasks as close to fully complete as possible before involving the client.
- Highly organised, proactive and resourceful, with a strong instinct to solve problems independently rather than default to asking.
- Detail-oriented and reliable, with a track record of meeting deadlines.
- Strong written communicator, confident speaking directly with companies and suppliers.
- Good with numbers and spreadsheets; excellent at online research and comparison.
- Comfortable using AI tools (e.g. ChatGPT) and quick to learn new software.
- Capable of working independently in a fast-moving environment where priorities shift.
- Ambitious and keen to grow within the role — someone looking to build a long-term position, not just complete tasks.
Advantageous
- Property or Serviced Accommodation experience.
Remote Work Requirements
Applicants must:
- Be based in South Africa.
- Have a reliable laptop or PC.
- Have stable internet and backup power.
- Have a quiet workspace suitable for calls.
- Be available for the agreed hours, aligned with UK business times.
