Job Description

Playing a central role within a growing professional women's organisation, this position acts as an operational partner in building, organising, and scaling multi-faceted professional activities. Operating as a key right hand, you will manage schedule flows, oversee client administration, coordinate basic accounts processing and support content visibility. Working initially for approximately 2 hours per day with structured capacity to expand over time, this role focuses heavily on process simplification, operational efficiency, and workflow automation. Leveraging modern technology and AI tools, the successful applicant will establish repeatable systems and take full ownership of administrative outcomes, allowing executive leadership to focus on strategic relationships and high-value client engagements. Key Responsibilities Executive Calendar Management: Manage executive diaries across multiple professional commitments, protect focused strategic time, resolve scheduling conflicts, and arrange meeting logistics and itineraries. Client and Prospect Administration: Maintain client and prospect tracking systems, coordinate discovery meetings, prepare standard proposals, follow up on pending actions, and ensure no business development leads fall through. Financial Administration and Invoicing: Prepare and issue client invoices, track accounts receivable, follow up on outstanding payments, organize business expense records, process supplier bills, and compile monthly packs for the bookkeeper/accountant. Organisation Coordination: Oversee invitation workflows, RSVPs, member communications, logistics, and administrative onboarding for a well-known women's organisation. Appointment Management: Coordinate founder, member, and prospect appointments, maintain calendar invitations, and protect executive preparation time (excluding event administration and event logistics). Marketing and Visibility Support: Maintain the content calendar, capture post ideas, organize digital asset libraries (photographs, frameworks, testimonials), organize content briefs, and track potential speaking or collaboration opportunities. Systems, Automation, and AI: Identify repetitive manual tasks, build repeatable templates and checklists, document operational processes, and actively utilize AI platforms (specifically ChatGPT and Claude) to draft documents, conduct research, and streamline administration. Operational Follow-Through: Maintain a centralized action-tracking system, capture commitments arising from meetings, systematically follow up on open loops, and keep projects moving forward independently. Requirements Fluency in Afrikaans (required for local operational needs and events). Residence in Waterfall, Midrand, Pretoria, or surrounding areas Ability to attend local events in the Waterfall/Midrand/Pretoria area when required. Experience interacting directly with senior executives, founders, and business owners. Proven experience in an executive assistant, business operations, or senior administrative support role. Strong written communication and professional interpersonal skills. Practical experience or comfort handling basic financial administration, billing, and accounts tracking. Exceptional organisation, time-management, and proactive problem-solving abilities. High proficiency in digital tools and a demonstrated interest in workflow systemisation and process automation. Required Software Skills Google Workspace (Google Calendar, Gmail, Google Drive) Zoom Microsoft Teams WhatsApp Business LinkedIn ChatGPT Claude CRM and pipeline management software Accounting and invoicing software Spreadsheets and task/workflow management systems Benefits Part-time / Flexible (Starting at approximately 2 hours per day with scope to expand) Local presence required in Waterfall, Midrand, Pretoria or surrounding areas for events. Working directly with a well-known executive making an impact on an established Gauteng based women's organization