Executive Assistant / Chief of Staff (Job ID: HOLJAZ1EA)

🌟 Exciting Remote Opportunity! We're Hiring an Executive Assistant / Chief of Staff! 🌟

Are you an operationally sharp, analytical professional looking to serve as a strategic right hand? We are seeking a dedicated South Africa-based Executive Assistant & Light Chief of Staff to support the Managing Partner of an executive search and recruiting firm serving high-level finance and private equity clients!

🚨 IMPORTANT - Watch this quick Loom video on how to get hired: 🔗 https://www.loom.com/share/345f776084e642ba99c24aabe40a67a0

🗣️ C1 ENGLISH LEVEL IS REQUIRED. The selected candidate will be speaking strictly in English during their whole shift. 🎙️ PLEASE SUBMIT YOUR RESUME AND AUDIO RECORDING IN ENGLISH.

📋 Job Details at a Glance

• Job Title: Executive Assistant / Chief of Staff

• Job ID: HOLJAZ1EA

• Industry: Executive Search & Recruiting

• Location: South Africa (Must be based in South Africa to align with the technology team)

• Job Status: Full Time

• Work Schedule: Monday to Friday, 8:00 AM to 5:00 PM (Eastern Time) (with periodic flexibility required for evening or weekend candidate testing support)

• Salary: $2,000 to $3,000 USD / month

• Target Start Date: ASAP

🏢 About the Client

The company is an executive search and recruiting firm with approximately two decades of experience serving high-level finance and private equity clients. Its work spans candidate sourcing, interview scheduling, and structured testing, supported by a proprietary candidate-testing portal developed and maintained by a dedicated South Africa-based technology division.

This role exists to support the firm's Managing Partner, whose time is currently split across high-touch client and candidate coordination, data-driven presentation preparation, and oversight of both business and personal priorities.

💼 About the Role

You will serve as a high-touch, dedicated Executive Assistant & Light Chief of Staff. On the business side, you will manage executive scheduling, build data-driven candidate presentations, assist with business development and event coordination, and provide live coverage for multi-hour candidate testing sessions.

On the personal side, you will act as a proactive operator across life and multi-property administration. You will manage vendor logistics, track recurring household maintenance, oversee personal accounts, and serve as an assertive right hand who keeps the Managing Partner organized, on time, and focused on strategic growth.

🎯 Key Responsibilities

💼 Recruitment Operations & Business Support (~40%)

• Scheduling: Coordinate complex multi-party interview logistics across private equity clients, candidates, and internal teams.

• Data Synthesis: Build structured Excel pivot tables and candidate slate summaries to present filterable data (e.g., GPA, university, technical background).

• AI Automation: Utilize Claude and advanced AI tools to analyze candidate resumes, build dashboards, draft client collateral, and streamline SOPs.

• Testing Management: Serve as live proctor and tech-support standby during 3–4 hour candidate testing sessions (including early mornings or weekends).

📈 Business Development & Marketing Logistics (~20%)

• Outreach: Execute targeted outreach campaigns directly through the Managing Partner’s LinkedIn account to prospective business development leads.

• Market Research: Conduct targeted research on prospective client firms, executive target lists, and geographic markets.

• Event Coordination: Manage logistics for client and marketing events, including RSVPs, catering, venue logistics, and post-event follow-up.

🏡 Personal & Multi-Property Administration (~40%)

• Property Tracking: Maintain an operational master calendar to track recurring maintenance across multiple residential properties.

• Vendor Management: Research providers, gather quotes, interface with contractors, and book property services.

• Financial & Life Oversight: Audit personal accounts, subscriptions, and vendor billing to flag duplicate charges or discrepancies; assist with tax document prep.

• Travel & Logistics: Handle personal calendars, family logistics, and detailed travel arrangements (flights, hotels, appointments).

✅ Qualifications & Skills

⭐ Must-Haves & Non-Negotiables:

• Location: Based in South Africa to align with the firm's technology team and schedule requirements.

• Analytical & Proactive Oversight: High ownership, exceptional problem-solving skills, and the ability to deliver clear pros/cons recommendations rather than just executing basic tasks.

• Polished Communication: Flawless written and spoken English with a sophisticated, professional tone suitable for private equity executives.

• Advanced AI Capability: High proficiency (or rapid adaptability) with AI tools—specifically Claude—to automate research, analyze resumes, and build dashboards.

• Data & Spreadsheet Mastery: Strong proficiency in Excel/Google Sheets, specifically building, formatting, and manipulating interactive pivot tables.

• Availability: Ability to function as a dedicated resource balancing shifting business and personal priorities.

🌟 Preferred:

• Prior experience in recruitment operations, headhunting, or HR environments.

• Proven track record supporting C-suite executives or high-net-worth individuals in a blended business and personal/household capacity.

💻 Tech Stack:

• Claude (including Claude Cowork and Claude Design)

• LinkedIn

• Microsoft Suite (Excel pivot tables, Word, Outlook)

• Candidate testing portal, Video conferencing tools, WhatsApp

🚀 Submit your application today and take the first step toward your next great opportunity!