EXECUTIVE ASSISTANT & SALES OPERATIONS COORDINATOR

SUMMARY:
The Executive Assistant & Sales Operations Coordinator will work directly with the Managing Director, managing daily workflows, end-to-end sales administration, invoicing support and agreed property company, family office and content scheduling tasks.

POSITION INFO:
  EXECUTIVE ASSISTANT & SALES OPERATIONS COORDINATOR Take ownership of executive workflows, sales administration, invoicing, delegation and operational coordination while working directly with the Managing Director in a remote agency environment. Remote, South Africa | Fully Remote | 9:00-17:00 UK Time | R22,000 per month ABOUT OUR CLIENT Our client operates within a remote agency environment, with workflows spanning client management, sales administration, invoicing, internal operations and content scheduling. The role also provides agreed administrative coordination across the Managing Director's property company and family office matters, working with relevant team members, managing agents, contractors, accountants and other advisers as required. THE ROLE: EXECUTIVE ASSISTANT & SALES OPERATIONS COORDINATOR The Executive Assistant & Sales Operations Coordinator will work directly with the Managing Director, managing daily workflows, end-to-end sales administration, invoicing support and agreed property company, family office and content scheduling tasks. A core part of the role is making delegation easy. The EA will receive informal communications, voice notes, general thoughts and brain dumps, extract the intent and turn them into clear briefs, practical recommendations and completed actions. The role requires proactive coordination across the wider team and external contacts, maintaining visibility of commitments, preparing decisions for the Managing Director and ensuring agreed actions are followed through to completion. KEY RESPONSIBILITIES Proactively manage complex diaries, resolve scheduling conflicts across time zones and ensure meetings start on time with relevant context prepared where required. Triage urgent inbound WhatsApp and email requests, manage client queries and maintain communication standards with the Managing Director's guidance. Coordinate internal and external meetings, assemble agendas, capture actionable minutes and track follow-up tasks through to completion. Turn post-meeting brief notes from senior stakeholders into clear, professional sales proposals and slide decks using agency templates. Update CRM deal stages, log meeting notes, set automated follow-up reminders and ensure prospective clients are nurtured promptly following pitch calls. Draft client agreements, issue standard service contracts and coordinate initial client onboarding checklists following deal close. Generate and issue accurate recurring and project-based invoices promptly through accounting software such as Xero or QuickBooks. Monitor unpaid accounts, issue polite but firm payment reminders through WhatsApp and email, and maintain an up-to-date accounts receivable tracker. Assist with tracking operational expenditure, monthly agency receipts and contractor payout summaries. Organise Google Drive and SharePoint folders, manage software user seats and update team Standard Operating Procedures. Support the leadership team with logistical bottlenecks, team scheduling and client deliverables when required. Receive voice notes, informal conversations, general thoughts and brain dumps, extract their intent and turn the information into practical, well-considered briefs or action plans without requiring polished instructions from the Managing Director. Use judgement, independently gather available context and ask focused questions where essential information is missing. Identify and confirm appropriate task owners, deadlines, dependencies and expected outcomes. Coordinate work across relevant team members and external contacts, chase progress, check completion against briefs and keep the Managing Director informed of blockers or required decisions. Maintain a single tracker of delegated work and commitments arising from meetings, messages and informal instructions. Research relevant options, gather facts and quotes where required, and prepare concise recommendations covering costs, trade-offs and next steps. Present the Managing Director with clear decisions and sufficient context to make them efficiently. Act independently within agreed authority and escalate decisions requiring approval. Maintain the agreed content calendar for the Managing Director and relevant company channels. Coordinate content assets, copy and approvals with appropriate team members, schedule approved content and confirm that it is published correctly and on time. Capture content ideas from voice notes, conversations and general thoughts, convert them into usable briefs and track production and approval deadlines with the creative or marketing team. Provide ad hoc administrative support for the Managing Director's property company and family office matters, including scheduling, correspondence, document organisation, information gathering and tracking outstanding actions. Coordinate with managing agents, contractors, accountants and other advisers as requested. Obtain quotes, arrange appointments, chase paperwork and prepare concise updates or options for the Managing Director. Work within agreed priorities and authority, referring financial, legal and investment decisions to the Managing Director and relevant advisers. Send the Managing Director a short WhatsApp priorities plan 15-30 minutes before the working day starts, covering top priorities, diary and preparation requirements, decisions needed with recommendations, and risks. Participate in a 10-15-minute morning call to confirm priorities and resolve decisions. Acknowledge instructions received throughout the day, convert them into workable briefs and actions, confirm consequential ambiguities and update the shared tracker. Liaise with the team throughout the day to gather updates, coordinate priorities, chase agreed actions and resolve or escalate blockers. Review relevant AI meeting notes and capture commitments. Send an end-of-day written summary covering completed work, outstanding tasks and owners, blockers, decisions required with recommendations, and priorities or considerations for the following day. Prepare open commitments, upcoming work and recurring problems for a weekly 30-45-minute review with the Managing Director. Maintain one shared task tracker and decision log, act within agreed authority and distinguish ideas from approved decisions. Record and communicate decisions made by the Managing Director and coordinate follow-through. Work according to agreed working-hour overlap and urgent escalation arrangements, with touchpoints adjusted as the working partnership develops. ABOUT YOU At least 2+ years of experience working remotely in an Executive Assistant, Personal Assistant or Sales Support role. Prior experience working within a digital, growth or creative agency is strictly required. Understand agency terminology, fast-paced workflows, client management and scope dynamics. Demonstrate strong self-motivation, time management and proactive problem-solving in a remote-first environment. Have a solid understanding of UK business etiquette, communication styles, working hours and standard UK commercial and invoicing practices. Demonstrate the ability to support a busy senior executive and work effectively from incomplete or informal instructions. Be comfortable receiving voice notes and brain dumps and turning rough ideas into clear, actionable work. Be able to prioritise competing requests, prepare recommendations and follow through with minimal prompting. Demonstrate strong discretion and confidentiality when handling business, property and family office matters. Have hands-on experience with WhatsApp Business, Slack and Google Workspace and\/or Microsoft Teams. Have hands-on experience with GoHighLevel, HubSpot, Notion or similar agency CRM platforms. Have hands-on experience with Xero, QuickBooks or equivalent invoicing platforms.