Executive Assistant / Chief of Staff (Job ID: HOLJAZ1EA)
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Role overview
About the client
The company is an executive search and recruiting firm with approximately two decades of experience serving high-level finance and private equity clients. Its work spans candidate sourcing, interview scheduling, and structured testing, supported by a proprietary candidate-testing portal developed and maintained by a dedicated South Africa-based technology division built during the past several years.
This role exists to support the firm's Managing Partner, whose time is currently split across high-touch client and candidate coordination, data-driven presentation preparation, and oversight of both business and personal priorities. The firm is seeking a dedicated hybrid Executive Assistant to absorb recurring administrative and coordination work, allowing the Managing Partner to focus on higher-value client and business development activity.
About the role
You will serve as a high-touch, dedicated Executive Assistant & Light Chief of Staff. On the business side, you will manage executive scheduling, build data-driven candidate presentations, assist with business development and event coordination, and provide live coverage for multi-hour candidate testing sessions.
On the personal side, you will act as a proactive operator across life and multi-property administration. You will manage vendor logistics, track recurring household maintenance, oversee personal accounts, and serve as an assertive right hand who keeps the Managing Partner organized, on time, and focused on strategic growth.
Key responsibilities
Recruitment Operations & Business Support (~40%)
- Executive & Candidate Scheduling: Coordinate complex multi-party interview logistics across private equity clients, candidates, and internal recruitment teams.
- Data Synthesis & Client Presentations: Build structured Excel/pivot tables and candidate slate summaries to present filterable data (e.g., GPA, university, technical background) for data-driven clients.
- AI & Workflow Automation: Utilize Claude and advanced AI tools to analyze candidate resumes, build dashboards, draft client collateral, and streamline operational SOPs.
- Testing Session Management: Serve as live proctor and tech-support standby during 3–4 hour candidate testing sessions (including early mornings or weekends), coordinating with candidates and technical proctoring teams.
Business Development & Marketing Logistics (~20%)
- Delegated Outreach: Execute targeted outreach campaigns directly through the Managing Partner’s LinkedIn account to prospective business development leads.
- Market Research: Conduct targeted research on prospective client firms, executive target lists, and geographic markets (e.g., San Francisco trip prep).
- Event Coordination: Manage logistics for client and marketing events, including tabulating RSVPs, catering arrangements, venue logistics, and post-event follow-up messages.
Personal & Multi-Property Administration (~40%)
- Preventive Property Tracking: Build and maintain an operational master calendar to track recurring service, inspections, and maintenance across multiple residential properties (e.g., HVAC servicing, specialized landscaping/arborist reviews, carpet cleaning).
- Vendor & Contractor Management: Research providers, gather multiple quotes, interface directly with contractors, and book property services.
- Financial & Life Oversight: Audit personal accounts, subscriptions, and vendor billing to flag duplicate charges or discrepancies; assist with document prep for tax filings.
- Travel & Personal Logistics: Handle personal calendars, family logistics, and detailed travel arrangements (flights, hotels, appointments).
Combined Qualifications & Core Competencies
Must-Haves & Non-Negotiables
- Location & Alignment: Must be based in South Africa to align seamlessly with the firm's existing technology team and working hours (including early morning or weekend testing support).
- Analytical & Proactive Oversight: Exceptional problem-solving skills and high ownership. Ability to work independently, analyze friction points, research complex topics/vendors, and deliver clear pros/cons recommendations rather than just executing basic tasks.
- Polished Communication: Flawless written and spoken English with a sophisticated, professional tone suitable for private equity executives, high-level clients, and candidates.
- Advanced AI Capability: High proficiency (or rapid adaptability) with AI tools—specifically Claude—to automate research, analyze resumes, build dashboards, draft collateral, and streamline workflows.
- Data & Spreadsheet Mastery: Strong proficiency in Excel/Google Sheets, specifically building, formatting, and manipulating interactive pivot tables and structured candidate data sets.
- Communication & Time Management: High discretion, ruthless focus on driving tasks to completion, and comfort using modern communication channels (e.g., WhatsApp for quick updates and voice notes).
- Availability: Able to function as a dedicated near-full-time resource, dynamically balancing shifting priorities between business operations and personal administration.
Nice-to-Haves / Preferences
- Executive Search / Sourcing Background: Prior experience in recruitment operations, headhunting, or HR environments.
- Dual-Scope Experience: Proven track record supporting C-suite executives or high-net-worth individuals in a blended business and personal/household administration capacity.
Tech stack
- Claude (including Claude Cowork and Claude Design)
- Microsoft Suite (Excel pivot tables, Word, Outlook)
- Candidate testing portal
- Video conferencing tools