iSTA SolutionsiSTA Solutions

Executive Assistant & Project Coordinator - EST Hours (Remote)

Added 5 days ago

Description

ISTA Personnel Solutions is a dynamic and fast-growing BPO company. We are not a recruitment agency. We partner with international US clients and integrate our staff members directly within our clients' operations. We focus on long-term placements where you contribute directly to the client's success.

About the Role

We are seeking a high-performance Executive Assistant / Project Coordinator to support the Director of Business Intelligence in a fast-moving, complex, multi-entity environment.

This is not a traditional EA role.

You will operate as a critical extension of a senior BI leader — managing executive workload, coordinating cross-functional delivery, and bringing structure to a high-volume, multi-system environment.

The role exists to free up senior technical capacity and ensure operational execution across projects, systems, and stakeholders.

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:

  • Executive Support

  • Manage a high-volume inbox, prioritising and summarising key actions

  • Own a fast-moving calendar with frequent changes and competing priorities

  • Proactively protect the Directors time and manage scheduling conflicts

  • Project Coordination (ClickUp)

  • Attend project kick-offs, take structured notes, and convert discussions into ClickUp task boards

  • Track project progress across multiple teams and subsidiaries

  • Follow up on deliverables, flag risks, and ensure accountability

  • Meeting & Documentation Support

  • Capture clear, structured meeting notes and action items

  • Produce summaries for team visibility

  • Support creation of scope-of-work documentation before project initiation

  • Operational Support

  • Own recurring operational tasks currently performed by technical staff (e.g. weekly report extraction across multiple entities in QuickBooks)

  • Support CRM and data-related administrative tasks (e.g. HubSpot updates and reporting)

  • Continuously identify and absorb repetitive workload from the BI team

  • Systems & Tools

  • Learn and take ownership of new tools as required

  • Work across multiple platforms and troubleshoot independently where possible

The Tools You'll Use:

  • ClickUp | Microsoft Outlook | Teams | Excel | OneNote | QuickBooks | HubSpot

Requirements:

  • Experience working in technology or similarly fast-paced technical environments is a strong advantage
  • Prior exposure to project coordination or project management type work (e.g. tracking deliverables, managing workflows, cross-team coordination)
  • Strong Excel skills (advanced formulas required - pivot tables advantageous)
  • Extremely organised with strong attention to detail
  • Comfortable in a fast-paced, high-volume environment
  • Strong communication skills and disciplined follow-through
  • Proactive and resourceful — able to work independently once briefed
  • Experience with ClickUp or similar tools advantageous
  • Familiarity with QuickBooks and/or CRM systems advantageous
  • High level of confidentiality and professionalism
  • Comfortable supporting technical teams in an operational capacity

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.