Executive Assistant (Job ID: MAABEN1)

🚀 JOB TITLE: Executive Assistant

🆔 JOB ID: MAABEN1

🌐 INDUSTRY: Various (Venture Capital, Technology, Software Engineering, to name a few)

📍 LOCATION: South Africa

💼 JOB STATUS: Full Time

🕒 WORK SCHEDULE: Monday to Friday, 8:00 AM – 5:00 PM (Central European Time)

Occasional weekend availability may be required for specific high-priority projects (by exception).

💰 SALARY: $8 - $9 per hour

📅 TARGET START DATE: ASAP

✨ ROLE OVERVIEW

🌟 About the Client

The Client is a high-level operational leader and investor currently serving as the Chief Product & Technology Officer (CPTO) for a prominent portfolio company.

Operating at the intersection of venture capital and hands-on operational management, he manages a complex ecosystem of 40+ companies—with a personal focus on 7–8 board-level roles—alongside various internal software engineering projects.

His work environment is fast-paced, multifaceted, and intellectually demanding, requiring constant context-switching between high-level strategy and technical problem-solving. ⚡

💼 About the Role

The Client is seeking a high-caliber Executive Assistant to act as both an operational anchor and strategic partner.

This is not a passive administrative role—Maarten requires a "co-pilot" who can eliminate noise, manage high cognitive loads, and proactively structure his time.

The ideal candidate anticipates needs, closes open loops, and confidently "nudges" when necessary to keep the Partner focused on high-priority initiatives.

You will serve as the primary filter across multiple email accounts, Slack channels, and stakeholder relationships, ensuring no detail is missed while Maarten focuses on preparing businesses for sale and managing fund-level operations. 🎯

🔑 Key Responsibilities

📩 Inbox & Communication Management

📧 Multi-Channel Oversight

Simultaneously monitor and manage 3–4 email accounts and 2 Slack accounts.

🚪 Gatekeeping

Categorize urgent vs. non-urgent communications, protecting the Partner’s time for deep work and problem-solving.

✍ Correspondence

Draft professional responses and maintain the Partner’s "voice" across different business entities.

📊 Relationship & Portfolio Intelligence

📈 Portfolio Tracking

Maintain a rigorous follow-up system for portfolio companies. While the fund tracks 40+ companies, your focus will be the 7–8 core companies where Maarten holds board seats.

🧠 Information Structuring

Keep track of information across multiple businesses, ensuring the Partner is always briefed on "portfolio health" before stakeholder inquiries.

🤝 Stakeholder Management

Maintain regular contact with key founders and stakeholders to support smooth relationship management.

📅 Calendar & Strategic Operations

🌍 Complex Scheduling

📌 Active Nudging

Proactively manage Maarten’s schedule—pushing him in the right direction and ensuring he adheres to the structure required for his various roles.

📝 Context Management

Prepare concise briefs or status updates before meetings to ensure smooth transitions between CPTO tasks, board meetings, and personal projects.

⚙ Project Coordination

Assist in tracking progress on internal tools, including fund administration software development.

🎯 Qualifications & Skills

🗣 Communication

Exceptional, native-level English (written and verbal) for high-level executive engagement.

📚 Experience

Proven track record as an Executive Assistant supporting Founders, CEOs, or VC Partners.

🧠 High Cognitive Capacity

Ability to manage “a million bits and pieces” across multiple businesses without losing track of important details.

🚀 Proactivity

A self-starter who identifies process gaps and resolves them independently. You must be comfortable providing the “active element”—nudging the Partner when necessary.

💻 Technical Savvy

Proficiency in Slack, various Email Suites, and the ability to quickly learn internal fund administration tools.

🏠 Remote Consistency

A reliable home office setup with power backups (UPS/Inverter) and backup internet to ensure 100% uptime.

⚡ Tech-Forward Mindset

Naturally tech-savvy, with an interest in exploring new tools, automating repetitive tasks, and optimizing workflows to improve efficiency across the team.