# Executive Administrative Assistant - US Operations | Remote | EST Hours

> ISTA Personnel Solutions · South Africa (Remote) · Full-time · Posted 2026-09-02

**Workplace:** remote

**Department:** SA - Operations

## Description

ISTA Personnel Solutions South Africa is a BPO company partnering with international clients to build high-performing remote teams. We are recruiting for a exceptional **Executive Administrative Assistant – AI & Operations Support**.

**ABOUT THE ROLE**

This is a modern **Executive Administrative Assistant** role with a strong focus on AI-assisted workflows, operational support, research, reporting and process development. While some administrative support may be required, **this is not a diary-management role.**

This role is suited to someone who enjoys learning, problem-solving, adapting to change and building better ways of working. You do not need to be a programmer or AI specialist; however, you should be genuinely comfortable with technology, learn quickly, think independently, able to write well and excited by the opportunity to use AI in a practical business environment.  

**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:**

-   Support the development, testing and refinement of AI-assisted workflows and processes.
-   Use AI tools to assist with research, workflow development, written outputs and operational tasks.
-   Write clear, detailed instructions and prompts to help achieve accurate AI-generated outputs.
-   Assist with reports, data downloads, information organisation and documentation.
-   Track tasks, follow up on outstanding actions and ensure work is completed accurately and on time.
-   Learn and confidently use new software, systems and processes.
-   Support ad hoc administrative, operational and project-based requirements.
-   Assist with improving internal processes as the client’s business and AI requirements evolve.
-   Complete relevant onboarding, data-security and system training.

**The Tools You'll Use:**

-   ClickUp | Microsoft Outlook | Teams | Excel | OneNote | QuickBooks | HubSpot | AI Tools

**Requirements:**

-   Excellent written English, with the ability to communicate clearly, accurately and professionally.
-   Strong administrative, executive support, operations support, project coordination or similar experience.
-   Exceptional learning agility and the ability to understand new systems and processes quickly.
-   Highly organised, detail-oriented and able to manage several priorities at once.
-   A quick thinker who can process information, take initiative and move efficiently between tasks.
-   Comfortable using technology and exploring unfamiliar software independently.
-   Strong research and problem-solving skills.
-   Persistent, proactive and able to work independently while knowing when to ask for guidance.
-   Exposure to AI tools, prompt writing, workflow automation or AI-assisted work will be advantageous, but is not essential.
-   Experience with Excel, reporting, data handling or process documentation will be beneficial.

**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._

## Apply

[Apply at ISTA Personnel Solutions](https://apply.workable.com/ista-2/j/1EF2A29F90/apply)

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