Executive Assistant

Executive assistant to founder

About the company

We’re on a mission to create a DNA-changing impact on locals, visitors, owner-led businesses, and this destination through daily moments of joy. For happier people and a better place, we unlock magic around the corner and create a magnet the world cannot wait to be a part of.

We’re an owner-managed, independent business driven by a relatively small, committed, and passionate (and growing) team. We’re not just an online media business—we’re a platform on a mission to truly impact this place.

About the role

This role is to be the operational right hand to a high-output, visionary founder who thrives on ideas, intensity, and impact—and needs a calm, kind, steady physical presence to bring flow, order, capacity, and clarity to his world.

You’ll bring rhythm, accountability, structure, and follow-through to both his business and personal life, helping to move key projects forward.

You'll ensure nothing falls through the cracks—from follow-ups via WhatsApp voice notes to sales CRM entries to reminders about team birthdays and anniversaries. When the founder hands you something—whether an idea, a task, or a voice note—you map it, clarify it, close the loop, and keep him in the know.

You’ll also play a pivotal role in supporting our leadership team and owning the systems and tools that are the heartbeat of our office and culture.

This is your dream role if...

• You thrive on being stretched and love learning and growing
• You’ve supported high-functioning people and helped them focus and follow through
• You are wildly organised and find satisfaction in bringing order to chaos
• You bring clarity, closure, and calm—people trust you to track details and keep the flow
• You think in projects and priorities, even when juggling many inputs
• You are kind and loyal, calm and collected under pressure
• You value trust and emotional intelligence and are energised by meaningful work

Key objectives

Manage the founder’s life and flow

• Create and drive weekly "winning weeks"
• Lead daily morning and end-of-day check-ins to sync, steer, and close loops
• Proactively plan his day and manage his calendar, time, and energy
• Be physically present to support focus and follow-through—this is a "do-it-together" role
• Be the catch-all for his thoughts and ideas—capture, sort, revisit, and structure them
• Attend key meetings, take notes, follow up, and track delivery
• Know where he is at all times to keep him on schedule and focused
• Support personal tasks with equal care—from school WhatsApp chats to grocery orders
• Provide coffee, water, or meals proactively to keep him energised

Sales and partner communication support

• Manage and maintain the sales CRM for the founder and leadership team
• Set up and coordinate meetings: intro scans, briefings, check-ins
• Track which meetings took place, ensure recordings, notes, and follow-ups are filed
• Keep the founder in the right meetings at the right time
• Create and maintain organised partner folders and naming conventions
• Follow up with partners where appropriate, using agreed tone and language
• Help prepare and send thoughtful, strategic partner communications
• Act as a comms support and accountability partner to the founder and leadership

Office flow and team support

• Ensure the office space is functional, well-supplied, and energising
• Manage deliveries, office needs, and physical systems
• Create simple systems that keep everything running smoothly
• Own the planning of team culture moments: birthdays, celebrations, acknowledgements
• Be the steady presence that supports the team day to day
• Handle ad hoc requests and mini-emergencies with grace and professionalism

Key requirements

Track record and experience in:

• Supporting a high-output founder or senior executive in a personal and professional capacity
• Operational excellence across multiple threads (e.g. CRM, culture, admin)
• Proactive execution and initiative—from idea to completion

Skills and competencies:

• Organisational mastery – You bring calm to chaos, keep communication and tasks current
• Project thinking – You break down goals into actions and align them with the big picture
• Structured communication – You communicate clearly, kindly and keep the team aligned
• Emotional intelligence and kindness – You handle people and situations with care and maturity
• Loyalty and discretion – You protect confidentiality and bring consistent, grounded support

Mindset and personal attributes:

• Calm and collected under pressure
• Purpose-driven and growth-minded
• Supportive yet strong and capable of co-working to completion
• Detail-oriented while also focused on bigger-picture outcomes
• People-centred and caring with a strong sense of team

Closing date for applications: 12 May 2025 at midnight, but interviews start now.

Visit capetownmagazine.com/work-with-us to see the full description.

Posted on 15 Apr 16:03, Closing date 12 May