Executive Administrative Assistant – US Operations

🔥 0 minutes ago

🇿🇦 South Africa – Remote

⏰ Full Time

🟡 Mid-level

🟠 Senior

📋 Administrative Assistant

👻 Ghost score 10%

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iSTA Solutions

WebsiteLinkedInAll Job Openings

1001 - 5000 employees

🏥 Healthcare

📦 Logistics

📣 Marketing

Healthcare • Logistics • Marketing

iSTA Solutions is your remote healthcare operations partner specializing in off-site staffing solutions. With over 20 years of experience, we focus on enhancing operational efficiency for businesses, particularly in the healthcare sector, by providing customized remote teams that take on tasks ranging from customer service to data entry. Our goal is to support organizations in scaling their operations seamlessly while achieving significant cost savings and improved productivity.

📋 Description

• Support the development, testing and refinement of AI-assisted workflows and processes • Use AI tools for research, workflow development, written outputs and operational tasks • Write clear, detailed instructions and prompts for accurate AI-generated outputs • Assist with reports, data downloads, information organisation and documentation • Track tasks, follow up on outstanding actions and ensure accurate, timely completion • Learn and use new software, systems and processes • Support ad hoc administrative, operational and project-based requirements • Improve internal processes as the client’s business and AI requirements evolve • Complete onboarding, data-security and system training • Use ClickUp, Microsoft Outlook, Teams, Excel, OneNote, QuickBooks, HubSpot and AI tools • Collaborate through regular video-based meetings and cross-team engagement • Potentially transition into project coordination or project management and manage junior coordinators as the business scales

🎯 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 • Quick thinker able to 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 • Fixed fibre line with a minimum speed of 25 Mbps upload and download and wired Ethernet capability • Reliable power backup to manage load shedding or outages • Willingness and ability to work Monday–Friday, 9:00 AM–6:00 PM EST • Willingness to work on South African and U.S. public holidays • Exposure to AI tools, prompt writing, workflow automation or AI-assisted work is advantageous but not essential • Experience with Excel, reporting, data handling or process documentation is beneficial

🏖️ Benefits

• Compensation for South African public holidays in accordance with the BCEA • Fully remote work arrangement • Potential to evolve into a Project Coordination / Project Management function • Possibility of managing junior coordinators as the business scales