Swans is Hiring a Work From Home Executive Assistant in South Africa

The Challenge: Relentless Founder Leverage

Our rapid growth has created an urgent need for an elite operational specialist who can flawlessly manage the administrative and logistical complexities of our Co-Founders’ professional & personal lives..
We are seeking a high-autonomy Executive Assistant to serve as the Founders’ Shadow and Operational Anchor. Your primary mission is to provide relentless leverage by taking complete, reliable ownership of all logistics, communications, and administrative details.
This is a critical role that directly translates operational mastery into strategic bandwidth for the CEO and CTO. If you are an expert at creating predictable, reliable order in a high-speed environment, this role is for you.

What You’ll Actually Do: 

• Administrative Mastery & Flawless Execution
• Your function is to ensure that all tasks, from simple scheduling to complex projects, are executed with extreme reliability. When a task is delegated to you, it is considered done.
• The role is defined by deep involvement in the founders’ day-to-day operations and requires mastery of detail. Your focus will be heavily on Executive Support and Logistics to ensure the Founders are completely freed from administrative burdens.

Core Responsibilities: 

The Non-Negotiable Foundation. Your value is measured by your exceptional follow-through and ability to manage critical details:

• Executive Calendar & Communication Management: Flawlessly manage complex calendars, proactively handling all scheduling conflicts and strategic time allocation. Triage, manage, and respond to chaotic inboxes with high judgment and discretion.
• Meeting Preparation & Action Tracking: Prepare detailed agendas and materials for leadership and client meetings. Critically, you must track all verbal ideas and action items to completion, ensuring nothing is forgotten or dropped.
• End-to-End Travel Logistics: Own all aspects of domestic and international travel planning (flights, accommodation, transfers, conference coordination, itinerary creation). Full responsibility for flawless execution.
• Operational & Financial Coordination: Act as the central liaison with bookkeepers, partners, and vendors. Ensure timely submission of documents, management of vendor payments, and adherence to all financial and administrative deadlines.
• Research & Execution Support: Conduct time-sensitive market research, compiling findings into clear, actionable reports. Execute administrative tasks supporting Marketing, HR (e.g., onboarding, logistics), and Finance functions.
• Personal and Executive Support: Handle sensitive personal and organizational matters (e.g., team event tracking, personal appointments) with absolute discretion and reliability.

The Operational Mindset: High-Autonomy Execution
You are expected to be proactive and bring solutions. When faced with a problem, you are responsible for assessing the situation, evaluating options, and presenting a single, well-reasoned recommendation to the Founders.

Why This Changes Everything For You
This is a critical, high-impact role designed for an experienced professional.

• Immediate Impact: You will be a direct force multiplier, removing the major bottlenecks currently slowing the Founders’ and the company’s growth.
• Exposure: Gain direct, daily exposure to the decision-making processes of a fast-growing, intense startup environment, operating literally as the Founders’ shadow.
• Career Growth within the Role: Your career progression will focus on increasing strategic input, scope, and responsibility within the Executive Assistant function. As the company scales, you will take ownership of more complex operational processes and higher-value execution tasks, constantly challenging you to operate at your peak capability.

What We Need: The Elite Executive Operator

We are hiring for high-caliber experience and an unwavering cultural fit.Required Skills & Characteristics

• Insane Follow-Through (Non-Negotiable): You are relentlessly reliable. Every commitment, verbal or written, is tracked and executed.
• C-Suite Communication Skills: Professional, clear, and concise. You are capable of managing high-level internal and external correspondence.
• Exceptional Organizational Skills: Your natural state is order and meticulous detail. You bring structure to chaos.
• High-Autonomy & Ownership: You thrive with little guidance and require minimal supervision. You are a self-starter who anticipates needs.
• Practical Intelligence: You can think on your feet, assess options quickly, and present solutions rather than problems.

Ideal Background

• 5+ Years of Experience as an Executive Assistant, High-Level Personal Assistant, or Operational Specialist in a fast-paced environment.
• Proven track record of managing and completing complex, cross-functional projects simultaneously.
• Experience in a startup or high-growth, demanding environment is a significant plus.

This Role Will NOT Be a Fit If

• You are looking for a relaxed 40-hour job; this job is INTENSE and requires high output and energy.
• You are primarily seeking rapid promotion into a distinct senior management title; your growth is achieved through increasing the scope and value of your operational mastery.
• You need significant guidance or continuous oversight; this role requires high autonomy and proactive initiation.
• You get overwhelmed by chaos; your job is to organize the chaos.