Position : Executive Assistant

Client : Software/App Development

Working Hours : Monday to Friday: 9am - 6pm EDT

Salary Range : Up to 3,000 USD/month

Role Overview

We’re hiring a proactive, detail-oriented Executive Assistant to support our Toronto-based Co-Founder. This role is ideal for someone who thrives in a fast-paced tech environment, takes ownership, and isn’t afraid to ask tough follow-ups or push things across the finish line.

You’ll handle a mix of personal and professional responsibilities — from inbox and calendar management to preparing board meetings and eventually representing our Co-Founder on calls with high-profile clients and partners.

Key Responsibilities

• Manage and triage email inbox, ensuring timely follow-ups and clean communication flow
• Own calendar scheduling across multiple time zones
• Book and manage travel itineraries (business and personal)
• Coordinate internal meetings for a 30+ person team
• Support quarterly board meeting preparation
• Research high-profile partners, brands, and stakeholders
• Join select meetings to take notes, summarize key takeaways, and follow up on action items
• Use Fathom AI to review and synthesize call recordings
• Track administrative tasks and deadlines to keep leadership aligned
• Collaborate with team members in Slack, Notion, Shortcut, and Google Workspace

Ideal Candidate Profile

• 4–5 years of experience as an Executive Assistant, ideally supporting founders or executives
• Based in South Africa with excellent written and verbal English communication
• Assertive, organized, and highly proactive — someone with a “pitbull” personality who ensures nothing falls through the cracks
• University degree from a reputable institution
• Comfortable managing both personal and business tasks
• Able to represent the founder in client calls and manage stakeholder relationships professionally
• Familiarity with tools like Slack, Notion, Google Workspace, Shortcut, and Fathom
• Tech industry experience is not required but a plus