Browse live virtual assistant jobs in Johannesburg, Gauteng. Salaries, top employers and how to apply. Updated regularly.

Hiring REMOTE Appointment Setter \- Multiple positions immediately available.
 



**Compensation: $1400\-$2500 USD Per Month!** 




  





 We help U.S. businesses hire applicants from various countries for REMOTE job opportunities, and we have multiple open Appointment Setter positions we need to immediately hire. You would be working directly with the business.
 



  





**Responsibilities:** 




 • Schedule meetings and calls with potential clients, scaling up as volume increases.
 



 • Support the sales team through outreach via email, calls, and personalized SMS messages.
 



 • Update and maintain CRM records, with a preference for familiarity with GoHighLevel.
 



 • Confirm appointments and follow up with prospects to ensure attendance.
 



 • Assist with day\-to\-day sales tasks to streamline workflow and improve conversion rates.
 



 • Communicate clearly in strong English, aligning with U.S. cultural expectations.
 



 • Collaborate effectively with the team while maintaining a friendly and professional demeanor.
 



  





**Preferred skills \& Tools:** 




 • Google Workspace (Docs, Sheets, Calendar)
 



 • Full proficiency in CRM management: HubSpot, GoHighLevel, Salesforce, Apollo
 



 • Experience in sales support
 



 • Strong communication skills
 



 • Ability to manage multiple tasks
 



  





**Qualifications:** 




 • \+1 Year of experience in an Appointment Setter role or related role.
 



 • Fluent in English, both verbal and written.
 



 • Stable internet connection, laptop, and headset.
 



 • High level of motivation and persistence.
 



 • Energetic and upbeat.
 



 • Team player.
 



 • Willing to listen to feedback and improve.
 



  





**Interested? Hiring immediately. Apply now!**

Appointment Setter

**Executive Assistant** 




  





**Location** 
 : Remote (PST Time Zone)
 



  





**Client** 
 : Financial Services Company
 



  





 We are looking to place top talent with a
 **US\-based Financial Services Company** 
 . They are seeking a
 **Virtual Assistant** 
 to provide exceptional support across various administrative functions. If you have a keen eye for detail, a proactive attitude, and a passion for problem\-solving, we want to hear from you!
 



  





**Key Attributes We Value:** 



* **Work Ethic** 
 : You work hard and smart, always going above and beyond to get the job done. No task is too big or small for you.
* **Curiosity** 
 : You are continually learning and driven by a desire to improve, always focusing on getting things right.
* **Problem Solver** 
 : You bring solutions to the table, not just challenges, and you approach tasks with a can\-do attitude.
* **Proactive** 
 : You are a self\-starter who doesn't need constant direction and can take the initiative in any situation.
* **Ownership** 
 : You take full responsibility for your work and its outcomes, whether positive or negative.
* **Effort** 
 : You don’t settle for the bare minimum, you go the extra mile to ensure success.
* **Attention to Detail** 
 : You are meticulous and organized, ensuring nothing slips through the cracks.



  





 If these qualities describe you, keep reading!
 



  





**What You’ll Bring to the Role:** 



* **2\+ years** 
 of experience as an Executive Assistant (EA) or Virtual Assistant.
* **1\+ year** 
 of experience working remotely for a
 **US\-based company** 
 . (Bonus)
* **Fluent in English** 
 , both spoken and written, with excellent communication skills.
* Proven experience in
 **administrative support** 
 ,
 **task coordination** 
 , and
 **customer support** 
 .
* Strong organizational skills and the ability to
 **manage multiple priorities** 
 effectively.
* Experience with
 **social media management** 
 ,
 **data management** 
 ,
 **billing/invoicing** 
 , and
 **event planning** 
 .
* Comfortable using digital tools for
 **communication** 
 ,
 **project management** 
 , and
 **file management** 
 .



  





**Key Responsibilities:** 



* Provide direct executive support to the CEO, including calendar management, task prioritization, and communication coordination.
* Manage and optimize sales operations, including appointment setting, lead tracking, and CRM updates.
* Assist with client follow\-ups, lead nurturing, and other sales\-related activities to drive business growth.
* Maintain a clear and organized system for managing sales pipelines and opportunities.
* Use various tools to manage workflows and communication (HubSpot, Slack, Google Workspace, etc.).
* Support with ad\-hoc tasks as needed to ensure smooth daily operations.



  





**Requirements:** 



* Proven experience as an Executive/Virtual Assistant, with a focus on sales operations.
* Ability to work in the
 **PST time zone** 
 and adjust your schedule accordingly.
* Preferred skills in HubSpot, Slack, and Google Workspace (though not mandatory).
* Strong communication, organization, and time management skills.
* Proactive, self\-driven, and detail\-oriented with a strong ability to multitask.
* A passion for working in a start\-up environment and contributing to the company’s growth.



  





  





**Why You’ll Love This Role:** 



* **Impactful Work** 
 : Play a crucial role in supporting a fast\-growing company while working on diverse tasks.
* **Growth Opportunities** 
 : As part of a rapidly expanding company, you’ll have the chance to develop new skills and advance your career.
* **Flexible, Remote Work** 
 : Enjoy the freedom and flexibility of working from anywhere.

Executive Assistant

What being part of the Sigma Family means for you:
**Executive Assistant**

  

**Paarl (Hybrid)**

**Organise. Empower. Deliver.**

An opportunity for an Executive Assistant to provide comprehensive support to senior executives in the UK, ensuring seamless operations in a fast\-paced, high\-demand environment.


At Sigma, we’re seeking a professional to manage complex diaries, coordinate meetings across multiple stakeholders, and oversee intricate travel arrangements. You’ll be pivotal in maintaining smooth workflows, balancing priorities, and enabling leaders to focus on strategic initiatives.


Reporting directly to the EA Team Manager, this role offers the chance to join an award\-winning business where your expertise will drive efficiency, engagement, and operational success.

**Why Sigma?**


For four consecutive years, Sigma has been recognised by the **Sunday Times Best Places to Work**, voted for by our people. We believe in **\#ImproveEverythingAlways** and create an environment where ambitious leaders can thrive, grow and make a real impact.

**What you'll get**


 Career development and opportunities to apply for internal promotions following your probationary period.


 Monthly, Quarterly and Annual awards with marvelous prizes.


‍ ️ Resources such as the Employee Assistance Program (EAP) and Mental Health First Aiders to support you when life might not be going quite as you expected.


 Receive a tree in the Sigma Forest when you pass probation. This will allow you to review how your tree is reducing your carbon footprint.


 Medical Insurance – Covers doctor visits, optometrist appointments and dental assistance, funeral cover, Group Life Cover.


 Join communities and collaborate with your colleagues on our internal Social Media platform.


 The opportunity to be a part of an equal, diverse, and inclusive workplace – all amazing people are welcome in the Sigma Family.


A bit more about the Opportunity...:
**What Your Day\-to\-Day Will Look Like:**

* Provide comprehensive administrative and logistical support to senior stakeholders at a London\-based leading private equity firm.
* Manage complex diary schedules across multiple stakeholders, coordinating internal and external meetings across time zones.
* Book meeting rooms and ensure seamless scheduling across UK and international locations.
* Coordinate extensive travel arrangements, including booking flights, accommodation, and ground transportation.
* Manage travel itineraries that often require last‑minute adjustments.
* Process expenses and maintain invoices with precision.
* Liaise with internal and external stakeholders to arrange meetings and maintain strong working relationships.
* Act as a key point of contact for both executives and the wider EA community.
* Maintain confidentiality of highly sensitive business information.
* Provide proactive calendar management and operational support in a fast‑paced environment.
* Balance competing priorities and urgent requests with calm, solution‑focused professionalism.
* Demonstrate flexibility with working hours to align with UK business hours (11am–8pm SA time during UK winter and 10am–7pm during UK summer).
* Communicate confidently and professionally with high‑level stakeholders.
* Deliver exceptional organisational support to enable senior leaders to focus on strategic initiatives.
* Develop your career within a supportive team environment while making a real impact through operational excellence.


What amazing People will bring to the role:
**Who We're Looking For:**


 You are a confident team player who strives to deliver an exceptional service to all stakeholders. You have the required experience or qualification in the field and apply your knowledge and skills with a pragmatic approach, always considering both people and commercial impacts. You challenge the status quo, and you are always looking for opportunities to add value, create efficiencies, and positively improve business KPI’s.

**You'll ideally bring:**

* You have a minimum of 3 years' experience as an Executive Assistant or in a similar administrative/executive support role.
* You have experience supporting senior leadership or managing multiple high‑priority tasks and projects simultaneously is highly advantageous.
* You have critical thinking calendar management
* You have proven experience working across multiple time zones to manage out‑of‑hours support for senior team members is advantageous.
* You have Salesforce or equivalent CRM experience (desirable, but not essential).
* You are familiar with Slack and Expensify (advantageous).
* You are proficient in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook) and virtual meeting platforms (Zoom, Teams, etc.).
* You have exceptional written and verbal communication skills (English).
* You have working knowledge of managing complex schedules, including coordinating meetings, travel arrangements, and events (essential).
* You have proven ability to anticipate needs and proactively find solutions, making sound decisions in high‑pressure situations with minimal supervision.
* You have a customer‑oriented mindset, proactively identifying the needs of individuals and teams and providing solutions that align with their goals.
* You will be aligned with UK business hours 09:00–18:00 (10:00–19:00 / 11:00–20:00 SA time, depending on daylight savings), with an additional requirement to provide remote after‑hours support when needed.
* The role will observe UK public holidays instead of South African public holidays.

 **Why This Role?**


This isn’t just another Executive Assistant position. It’s a chance to play a pivotal role in shaping strategy, influencing decisions, and driving commercial impact within one of South Africa’s most dynamic BPO businesses.


If you’re ready to take ownership, deliver results, and help build something exceptional, we’d love to hear from you.

**Join the Sigma Family.**


**Apply today and help us \#ImproveEverythingAlways.**

**Media Buyer \& Client Success Manager (Remote Position · South Africa)**

**\*\*Long Term Contractor role \- You'll need to take care of your own taxes\*\***

Run paid ad Meta campaigns that help fill our clients' calendars — and grow into leading our media team.

We're **Pin Point Growth**, a German\-based marketing agency that runs paid advertising and lead generation for med spas across the US, UK, Canada and Australia. We're hiring a remote Media Buyer \& Client Success Manager based in South Africa to own client ad accounts end\-to\-end: build the campaigns, create the copy and creative, wire up the funnels, read the numbers, and keep clients happy enough to stay.

**What you'll do**

* **Run Meta (Facebook \& Instagram) ad campaigns** — build, launch, optimise, scale, and cut. Manage budgets and protect spend efficiency.
* **Write the copy and make the creative** — direct\-response ad copy plus client\-ready images and short videos in Canva and CapCut, using AI tools (ChatGPT, Claude) to move faster.
* **Build the funnels and automations** in GoHighLevel — landing pages, lead routing, booking flows, follow\-ups.
* **Own the numbers** — track CPL, cost per booked appointment, ROAS, lead quality, booking and show\-up rates; turn data into decisions and into plain language for clients.
* **Work with clients** — join calls, present results, manage expectations, and help keep accounts retained (you won't own front\-line support).
* **Lead a small pod** — direct and quality\-check virtual assistants and appointment setters.
* **Learn:** \- You'll learn about medical treatments, what they are what they do.

**What we're looking for**

**Must have:**

* **Fluent English, written and spoken** — you'll be client\-facing. (Non\-negotiable.)
* **Initiative** — a real example of solving something nobody told you to.
* **Coachability** — you take feedback flat and apply it.
* Reliable high\-speed internet and a computer that can handle design/video work. ⚑ BYO
* Comfortable on calls and on camera.

**A real edge (not required):**

* Meta Ads experience with live budgets · digital design / graphics · copywriting · any GoHighLevel or CRM/funnel exposure.

**Here's the honest part:** We hire for attitude and teach the skill. You don't need a long CV. You need to be sharp, self\-directed, and the kind of person who — once shown how something works — takes it and runs without waiting to be told. If you spot a campaign slipping and your instinct is to diagnose it and bring a fix, you'll do well here. If you need a checklist for every move, you won't.

**We'll teach you:**

* Direct\-response marketing, funnel and automation building, our GoHighLevel stack, and AI workflows — as long as you learn fast and then operate on your own.

**What success looks like**

* **Month 1:** onboarded, learning the systems, managing your first accounts with support.
* **Month 3:** running your own book of accounts, producing client\-ready work, hitting your targets, and bringing your own ideas and tests to the table.
* **Month 6–12:** consistently performing, mentoring the VAs, and stepping up to lead the media team.

**The details**

* **Type:** Independent contractor. Free to take other work outside our hours.
* **Hours: Flexible hours but work needs to be done within** Monday–Friday, **12:00–20:00 South African Time**, plus a minimum of one Saturday per month.
* **Location:** Fully remote, South Africa\-based.
* **Pay:R20,000–R25,000 / month** to start, with a **possible** performance bonus based on client retention on the table as you take on managing accounts. ⚑
* **Trial period:** 120 days, with a clear path to leading the media team.

**Who this role isn't for**

People who wait to be told what to do, who go quiet when they hit a problem, who take feedback personally, or who treat advertising as "launch and forget." Big egos, too — we move fast, test, are sometimes wrong, and fix it.

**How to apply ⚑**

Send your application **plus a 60\-second video** telling us about one time you spotted a problem nobody assigned you and fixed it. (We read every application that includes the video first — it tells us more than a CV.)

Pay: R20 000,00 \- R27 000,00 per month

Application Question(s):

* Do you have experience using canva \& other graphic design tools?
* Do you have any experience with social media ads, or posting social media content and/or creating social media content: If so please elaborate.
* Why do you think you would be a good candidate for this position of managing social media ads, speaking with clients \& content creation?
* Have you ever had a personal or business account restricted or banned on either Facebook Or Instagram in the past?

Language:

* english (Required)

Work Location: Remote

Social Media Ads Manager (Lead Generation) & Client Success Position (Remote Position)

Company Overview The client has been a full-time reseller of toys and collectibles for 6–7 years, operating primarily on eBay with Whatnot as a secondary platform. The business focuses on hard goods — mostly action figures and collectibles (e.g. Marvel Legends) — and has been steadily growing. It has largely been a one-person operation, with occasional help from the owner's wife. Role Overview As inventory volume has grown, the owner can no longer keep up with creating listings at the pace he'd…

Virtual Assistant – eBay & Whatnot Listings

We are looking for a highly proactive, organized Executive Assistant to support the Head of IT/Technical Support at a growing company. This is not a traditional administrative role. The successful candidate will take ownership of a busy workload, keep projects moving, stay ahead of deadlines, and ensure clients and internal teams receive timely communication. The Head of IT currently has a significant backlog of projects, tasks, and client issues. Your role will be to bring structure and accoun…

Executive Assistant – IT & Client Support

Reference: MR000505-GP-2 Title: Product Specifications Specialist Location: Milnerton, Cape Town Renumeration: Basic  Benefits Our client in the Manufacturing and Industrial Flooring Industry is looking for a Product Specifications Specialist to join their team based in Milnerton, Cape Town . The purpose of this role is to secure product specifications for the Organisation and affiliated brands of products for building projects. The ideal candidate will be a person who is confident, positive, o…

Product Specialist CPT - Northern Suburbs

Product Specifications Specialist

Title: Product Specifications Specialist Location: Milnerton, Cape Town Renumeration: Basic  Benefits Our client in the Manufacturing and Industrial Flooring Industry is looking for a Product Specifications Specialist to join their team based in Milnerton, Cape Town . The purpose of this role is to secure product specifications for the Organisation and affiliated brands of products for building projects. The ideal candidate will be a person who is confident, positive, organised, and self-motiva…

✈️
 
**We’re Hiring:** 

 Executive Assistant – Travel \& Hospitality
 




  






 Are you highly organized, detail\-oriented, and passionate about the travel industry? We’re looking for an experienced
 
**executive assistant** 

 to provide high\-level administrative, client, travel, and operational support for a growing travel business.
 




  





**Work Location:** 

 Remote / Onsite
 




**Employment Type:** 
 Full\-Time
 



  






 ✨
 
**Key Responsibilities** 




  




* Provide day\-to\-day executive, administrative, and operational support to the business owner.
* Manage calendars, inboxes, appointments, correspondence, deadlines, and partner follow\-ups.
* Prepare, review, and quality\-check travel itineraries and client documentation.
* Coordinate with clients, hotels, suppliers, travel partners, and accounting contacts.
* Manage multiple active trips while ensuring travel details and records remain accurate and up to date.
* Track commissions, outstanding payments, supplier follow\-ups, and related accounting documentation.
* Review, amend, annotate, and consolidate supplier invoices and PDF documentation.
* Support travel logistics, including accommodations, cruises, honeymoon packages, and supplier requirements.
* Assist with light marketing activities, including Canva graphics, newsletters, blog uploads, and branded content.
* Work across travel and business platforms, including TravelJoy, Travify, Safari Portal, Scion, True Veil, Google Workspace, Microsoft tools, and Canva.



  





**🔎 What We’re Looking For** 




  




* **2\+ years of experience** 

 in travel advisory, travel operations, executive assistant, or a related role preferred.
* Excellent written English, grammar, proofreading, and professional communication skills.
* Exceptional attention to detail, with the ability to manage multiple trips, deadlines, and priorities simultaneously.
* Strong organizational skills, initiative, professional judgment, and the ability to work independently with minimal supervision.
* Confidence using digital platforms, CRMs, itinerary\-building systems, Canva, PDFs, and other business tools.
* Ability to quickly learn new technology and adapt to new systems and processes.



  





**📩 How to Apply** 




  






 Interested candidates should send their
 
**comprehensive CV** 

 to
 
**recruitment@flowz.com** 

 .
 




  






 Please use the following format as the email subject line:
 




**Executive Assistant – Travel \& Hospitality – \[Full Name]** 




  






 If you're organized, proactive, detail\-oriented, and excited to support a fast\-paced travel business,
 
**we'd love to hear from you!** 

 🌎✈️

Executive Assistant – Travel & Hospitality

🚀
 
**We’re Hiring: Account Associate** 





 📍
 
**Remote \| Full\-Time** 





 🕒
 
**Monday–Friday \| 8:00 AM–5:00 PM CT** 




  






 Are you organized, detail\-oriented, and passionate about providing exceptional customer service? We’re looking for an
 
**Account Associate** 

 to join our team and support sales operations, client communications, and order management for branded merchandise solutions.
 





 In this role, you’ll work closely with
 
**Account Executives, clients, vendors, and internal teams** 

 to ensure orders are processed accurately, projects stay on schedule, and customers receive outstanding support from start to finish.
 




  






 🔹 What You’ll Do
 




  




* Support sales and account teams with order processing and client communications
* Prepare quotes, presentations, and customer\-facing materials
* Manage order entry, revisions, tracking, and documentation
* Coordinate proofs, artwork approvals, and vendor communications
* Respond to customer inquiries and provide excellent service
* Maintain accurate records and generate reports using CRM and order management systems
* Assist with product research and project coordination



  






 🔹 What We’re Looking For
 




  




* 2\+ years of experience in sales support, customer service, order processing, data entry, or administrative support
* Strong attention to detail and a high level of accuracy
* Advanced Microsoft Excel and Microsoft Office skills
* Excellent communication and organizational skills
* Ability to manage multiple priorities in a fast\-paced environment
* Experience with CRM, ERP, or order management systems is a plus



  






 ⭐ Bonus Points If You Have
 




  




* Experience in promotional products, branded merchandise, printing, or related industries
* Familiarity with inventory management, proofing processes, or artwork approvals
* Experience with product research and client presentations



  






 📩 How to Apply
 




  






 Interested candidates are encouraged to apply through LinkedIn and submit a
 
**comprehensive CV** 

 to
 
**recruitment@flowz.com** 

 .
 




  






 Please use
 
**“Account Associate – \[Your Full Name]”** 

 as the email subject line.

Account Associate

Remote Bookkeeper – Real Estate / Property Management
   

  

 We are seeking an experienced and reliable
 **Remote Bookkeeper** 
 with a strong background in
 **real estate and property management bookkeeping** 
 . The ideal candidate should be highly organized, detail\-oriented, and proficient in
 **QuickBooks** 
 .
   

  

**Key Responsibilities:**
* Manage day\-to\-day bookkeeping and financial transactions.
* Record income, expenses, payments, and other transactions.
* Perform bank and account reconciliations.
* Maintain accurate and up\-to\-date financial records.
* Assist with accounts payable, accounts receivable, and reporting.
* Organize bookkeeping documents and records.
* Support other accounting and administrative tasks as needed.


**Requirements:**
* Proven experience as a Bookkeeper.
* Strong experience in real estate/property management bookkeeping.
* Proficiency in QuickBooks.
* Good English communication skills, both written and verbal.
* Excellent attention to detail and accuracy.
* Strong organizational and time\-management skills.
* Able to work independently in a remote environment.
* Buildium experience is not required; the client will provide training.


**Schedule:** 
 9:00 AM–5:00 PM EST
   

  

**Work Arrangement:** 
 Fully Remote –
 **Applicants from the Philippines are welcome.**
**Gender:** 
 No preference
   

  

**Hiring Priority:** 
 Quality Over Price – we are looking for the candidate with the strongest skills and experience.

Bookkeeper in office

What being part of the Sigma Family means for you:
**Executive Assistant – Out of Hours**

**WFH**

**Lead. Inspire. Deliver Results.**


This is an exciting opportunity for an Executive Assistant professional who wouldprovide comprehensive administrative and logistical support to senior executives based in the UK, ensuring the seamless operation of daily activities within a fast\-paced, high\-demand environment.


At Sigma, we're looking for an exceptional **Executive Assistant** manage a diverse range of tasks to enhance team efficiency, including organising schedules, coordinating meetings, and handling complex travel arrangements.


This is an opportunity to join an award\-winning business where you will directly shape operational success, colleague engagement, and client growth.

 **Why Sigma?**


For four consecutive years, Sigma has been recognised by the **Sunday Times Best Places to Work**, voted for by our people. We believe in **\#ImproveEverythingAlways** and create an environment where ambitious leaders can thrive, grow and make a real impact.

 **What you'll get**


 Career development and opportunities to apply for internal promotions following your probationary period.


 Monthly, Quarterly and Annual awards with marvelous prizes.


‍ ️ Resources such as the Employee Assistance Program (EAP) and Mental Health First Aiders to support you when life might not be going quite as you expected.


 Receive a tree in the Sigma Forest when you pass probation. This will allow you to review how your tree is reducing your carbon footprint.


 Medical Insurance – Covers doctor visits, optometrist appointments and dental assistance, funeral cover, Group Life Cover.


 Join communities and collaborate with your colleagues on our internal Social Media platform.


 The opportunity to be a part of an equal, diverse, and inclusive workplace – all amazing people are welcome in the Sigma Family.


A bit more about the Opportunity...:
**What Your Day\-to\-Day Will Look Like:**


 As an Executive Assistant to join our dynamic team supporting senior stakeholders at a London based leading private equity firm. This is an excellent opportunity for a skilled EA who thrives in a fast\-paced, international environment and enjoys complex diary management across multiple time zones.


* Provide exceptional support to senior professionals, managing their busy calendars with precision, coordinating extensive travel arrangements including flights, accommodation and ground transportation, and ensuring seamless scheduling across UK and international locations
* Pivotal in maintaining smooth operational workflows, managing competing priorities, and ensuring that senior team members are equipped to focus on strategic initiatives
* Involve proactive calendar management, liaising with internal and external stakeholders to arrange meetings, managing travel itineraries that often require last\-minute adjustments, processing expenses, and maintaining strong working relationships with both the executives you support and the wider EA community
* Highly organised with exceptional attention to detail, able to prioritise effectively in a demanding environment, and confident working across different time zones
* Role requires flexibility with working hours to accommodate PDT business hours (**typically 19:00\-04:00 SA time during West Coast winter and 18:00 –03:00 during West Coast Summer**), strong communication skills to liaise professionally with high\-level stakeholders, and the ability to remain calm and solution\-focused when managing competing priorities and urgent requests
* Report directly to the EA Team Manager

  

This is a fantastic opportunity for an Executive Assistant who wants to work with a prestigious international client, develop their career within a supportive team environment, and make a real impact through excellent organisational support.


What amazing People will bring to the role:
**Who We're Looking For:**


Confident team player who strives to deliver an exceptional service to all stakeholders.


* Required experience or qualification in the field and apply your knowledge and skills with a pragmatic approach, always considering both people and commercial impacts
* Challenge the status quo, and you are always looking for opportunities to add value, create efficiencies and positively improve business KPI’s

**Requirements:**

* 5\-10 years' experience as an Executive Assistant or in a similar administrative/executive support role, ideally within the Investment, Financial Services, or Private Equity sectors
* Experience supporting senior leadership or managing multiple high\-priority tasks and projects simultaneously is highly advantageous
* Proven experience working across multiple time zones to manage out\-of\-hours support for senior team members is advantageous
* Salesforce or equivalent CRM experience (desirable, but not essential)
* Familiar with Slack and Expensify: Advantageous
* Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook) and virtual meeting platforms (Zoom, Teams, etc.)
* Exceptional written and verbal communication skills (English)
* Working knowledge of managing complex schedules, including coordinating meetings, travel arrangements, and events (Essential)
* Proven ability to anticipate needs and proactively find solutions, making sound decisions in high\-pressure situations with minimal supervision
* Customer\-oriented mindset, proactively identifying the need of individuals and teams and providing solutions that align with their goals
* Working knowledge of project management methodologies and tools (e.g., Asana, Trello, or similar)
* Provide remote administrative and operational support to the San Francisco office
* Coordinate local vendors, office supplies, facilities, and other office requirements remotely
* Organise team events and lunches, including bookings and logistics
* Support office\-related invoices and administration, liaising with Finance as required
* You will be aligned with US West Coast business hours 09:00–18:00 (19:00\-04:00/ 18:00\-03:00 SA time, depending on daylight savings), with an additional requirement to provide remote after\-hours support when needed. **The role will observe US public holidays instead of South African public holidays**

 **Why This Role?**


This isn't just another Executive position.


It's an opportunity, shape strategy, influence business decisions, and make a significant commercial impact within one of South Africa's most exciting BPO businesses.


If you're ready to take ownership, drive performance and build something exceptional, we'd love to hear from you.

**Join the Sigma Family.**


**Apply today and help us \#ImproveEverythingAlways.**

Out of Hours Executive Assistant

Job Title: Virtual Assistant Location: South Africa Job Type: Full-Time, Remote Working Hours: US Hours (9am-5pm EST) Salary: South African Rand (ZAR) We are seeking two highly organised and detail-oriented Virtual Assistant to join a large, fast-paced organisation. This is a highly specific administrative role focused on managing a significant volume of email communication and acting as an essential link between different parties involved in business transactions. The successful candidates wil…

Virtual Assistant

About the Role We’re looking for a highly proactive, tech-savvy CRM & Operations Virtual Assistant to support a growing consulting business. This is not a traditional administrative VA role. You’ll take ownership of the company’s HubSpot CRM, databases, workflows, and operational processes , helping to keep everything organised, efficient, and running smoothly. The ideal candidate is someone who doesn’t simply wait for instructions. You’ll be expected to identify opportunities to improve proces…

CRM & Operations Virtual Assistant

***Are you a critical thinker ready to step out of the traditional "calendar and inbox" EA box and into a true operational leadership track? 🚀***




  





 Our client, a privately held commercial real estate powerhouse with a
 **$4 billion portfolio** 
 , is looking for a senior level Executive Assistant to act as the right hand to their Head of Operations.
 



  





**🚨 IMPORTANT: READ BEFORE APPLYING 🚨** 




  





**1\.** 
 Watch this quick Loom video on how to get hired: https://www.loom.com/share/345f776084e642ba99c24aabe40a67a0
 



**2\.** 
**C1 ENGLISH LEVEL IS REQUIRED.** 
 The selected candidate will be speaking strictly in English during their whole shift.
 



**3\.** 
 Please submit your
 **RESUME AND AN AUDIO RECORDING IN ENGLISH.** 




  





***📋 The Details***




**Job Title: Executive Assistant (Job ID: DAVEA1\)** 



* **Job ID:** 
 DAVEA1
* **Industry:** 
 Real Estate
* **Location:** 
 South Africa
* **Job Status:** 
 Full Time
* **Work Schedule:** 
 Monday to Friday, flexible within 8am to 5pm (EST)
* **Salary:** 
 $3000 to $4000
* **Target Start Date:** 
 ASAP



  





**🏢
 *Who You Will Be Joining***




 Our client is an Orange County, California based commercial real estate investment firm. They own and operate a portfolio of roughly 100 retail and commercial properties valued at close to $4 billion, with nearly 1,000 tenants!
 



  





***What makes them unusual?***




 They own 95 to 97% of what they manage. They aren't a third party shop chasing management contracts, they are principals investing their own capital. Decisions are made quickly, and your work will have a direct, visible effect on the business. They also own an affiliated brokerage founded in 1994, with brokers who have been there for three decades.
 



  





 This is a firm that hires the
 *person* 
 before the résumé. Their President and CFO joined 25 years ago with no real estate background, and their Head of Operations came from ultra luxury resorts. Leadership is famously decent, the culture is low ego and high trust, and people simply do not leave. Plus, they plan to
 **double in size** 
 over the next five to seven years.
 



  





**🚀
 *The Role: Not Your Average EA***




 You will work directly with the executive who runs operations for the entire firm (asset management, property management, accounting, HR, construction, and leasing all report to him). He is currently doing the work of several people, and he needs someone who can take real weight off his plate, not someone who waits to be told what to do.
 



  





 We are looking for an
 **EA into leadership** 
 type. You need to hold context across a large portfolio, chase down details nobody else is tracking, and think a step ahead. The stated intention is that the right person will grow into a broader operational and leadership role over time. If you want a seat where competence gets noticed and rewarded, this is it!
 



  





 Handles: leasing support (finding tenants, cold calling prospects, booking tours), keeping leases and renewals organized, document organization, tedious but must be right tasks.
 



 Additionally, you will provide critical administrative support, coordinate website updates, and act as a vital backup for customer phone calls.
 



  





**🔑
 *Key Responsibilities***




  





***Executive Support \& Operational Leverage***



* Act as the right hand to the Head of Operations, managing priorities, following up on open items, and keeping projects from stalling.
* Prepare, format, and build presentation decks for lenders, banking partners, and internal leadership.
* Organize and maintain critical documents across a large, active portfolio.
* Draft communications, summarize long documents, and prepare briefing materials ahead of meetings.
* Anticipate needs and close loops without being asked twice.



  





***Lease \& Portfolio Administration***



* Track lease expirations, renewal dates, and critical deadlines across roughly 1,000 tenants.
* Maintain organized, current lease files and supporting documentation.
* Support lease abstracting and the preparation of standardized forms and templates.
* Flag issues and inconsistencies before they become problems.



  





***Leasing Support \& Tenant Outreach***



* Conduct outbound outreach to prospective tenants to generate interest and schedule property tours.
* Build and maintain relationships with prospect contacts.
* Keep pipeline and outreach activity organized and reportable.



  





***AI Enabled Execution***



* Use AI tools (Claude in particular) as a daily working partner to research, draft, analyze, build, and solve problems independently.
* Build simple dashboards, documents, and marketing collateral using AI design tools.
* Document your own workflows into clear SOPs.



  





***🎯 What We're Looking For***



* **Experience:** 
 5\+ years supporting senior executives, ideally in real estate, finance, professional services, or another fast moving, detail heavy environment.
* **Genuine AI Fluency:** 
 You already use Claude (or comparable) daily and can show us how.
 *This is non negotiable* 
 , the firm runs on AI internally and has already built out custom workflows, skills, and knowledge bases you will inherit on day one.
* **Critical Thinking \> Task Taking:** 
 You can be handed an ambiguous problem and come back with a recommendation, not a list of questions.
* **Exceptional Communication:** 
 Stellar written and spoken English, with a professional, confident phone presence.
* **Extreme Organization:** 
 You are the person who remembers the deadline everyone else forgot.
* **Discretion \& Judgment:** 
 You will be handling sensitive financial and legal documentation.
* **Setup:** 
 Reliable high speed internet and a professional remote setup, with availability during US Pacific business hours.
* **Mindset:** 
 Low ego, high standards. The culture here is genuinely kind and genuinely demanding.



  





***✨ Bonus Points***



* Commercial real estate experience (leasing, property management, asset management, or brokerage support).
* Familiarity with lease abstracting, CAM reconciliations, or tenant coordination.
* Experience with the Microsoft 365 ecosystem.
* Comfort with dictation and automation tools (Wispr Flow, Granola, or similar).
* Experience building SOPs or documentation from scratch.



  





***💰 Compensation***




**$3000 to $4000** 




 Competitive USD salary commensurate with experience. This is a senior role and is priced accordingly, we are targeting top tier candidates, not the low end of the market!

We are hiring a
 **Cold Calling Virtual Assistant** 
 to support a growing business brokerage company that connects business owners interested in selling with private equity firms. This is a fully remote, part\-time role focused primarily on outbound cold calling, lead engagement, and initial qualification.
   

  

 The ideal candidate is confident, professional, persuasive, and highly comfortable speaking with business owners over the phone. Strong English communication skills are highly desirable, as the role involves speaking directly with business owners in the US market. The successful candidate should be comfortable working independently, handling rejection, and maintaining a professional and genuine tone throughout high\-volume outbound calls.
   

  

**Key Responsibilities**
**Cold Calling \& Lead Generation:**
* Make outbound cold calls to business owners using leads provided through the company's custom CRM.
* Introduce the company and engage business owners in conversations regarding the potential sale of their business.
* Build rapport quickly and establish credibility with business owners.
* Use a confident, natural, and conversational approach rather than relying solely on a scripted sales pitch.
* Handle objections, questions, and rejection professionally.
* Identify business owners who may have an interest in selling their company.
* Generate qualified opportunities for the next stage of the sales process.
* Maintain consistent calling activity throughout assigned working hours.


**Lead Qualification \& Handover**
* Conduct initial conversations with business owners to determine their level of interest.
* Gather relevant information during calls to establish whether a potential lead is suitable.
* Accurately record call outcomes and relevant information in the company's custom CRM.
* Schedule or facilitate the next step when a business owner is interested.
* Hand qualified opportunities over for an introductory call between the business owner and the relevant private equity firm.
* Follow established qualification criteria and processes after training.


**Client \& Prospect Communication**
* Communicate professionally and confidently with US\-based business owners.
* Maintain a genuine, personable, and trustworthy tone during conversations.
* Adapt communication style to different business owners and industries.
* Clearly explain the purpose of the call and respond appropriately to questions.
* Represent the company professionally during every interaction.
* Work primarily with business owners in industries such as HVAC, plumbing, roofing, and other service\-based businesses.


**Administrative \& CRM Support**
* Work from lead lists assigned through the company's custom CRM.
* Keep lead statuses and call outcomes accurately updated.
* Record relevant information from conversations.
* Follow the company's established workflows and calling processes.
* Maintain organized and accurate records of all prospect interactions.
* Learn and consistently follow company\-specific terminology and qualification processes.


**Required Qualifications**
* 3\+ years experience in cold calling, telemarketing, outbound sales, lead generation, appointment setting, or a similar client\-facing role.
* Strong verbal communication skills in English.
* Clear, professional, and confident telephone manner.
* Neutral or minimal accent suitable for communicating with US\-based business owners.
* Ability to build rapport quickly over the phone.
* Comfortable making a high volume of outbound calls.
* Ability to handle rejection and objections professionally.
* Strong interpersonal and relationship\-building skills.
* Professional maturity and confidence when speaking with business owners.
* Ability to work independently and take direction during onboarding and training.
* Strong attention to detail when recording lead and call information.
* Reliable and consistent attendance during scheduled calling hours.


**Preferred Qualifications**
* Experience with US\-based customers, prospects, or businesses.
* Previous experience in B2B cold calling or sales.
* Experience calling business owners or senior decision\-makers.
* Experience within sales, business development, lead generation, or appointment setting.
* Previous experience working with HVAC, plumbing, roofing, home services, or other similar industries.
* Familiarity with private equity, business brokerage, mergers and acquisitions, or business sales.
* Experience working with a CRM system.
* Previous experience working remotely for a US\-based company.


**Required Skills \& Tools**
* Excellent spoken English and telephone communication skills.
* Strong cold calling and prospecting abilities.
* Rapport\-building and conversational sales skills.
* Objection handling and active listening.
* Lead qualification and appointment\-setting skills.
* Basic CRM proficiency and willingness to learn a custom CRM.
* Reliable internet connection suitable for VoIP calling.
* Ability to work with a US\-based VoIP phone system.
* Computer suitable for remote work.
* Comfortable learning industry\-specific terminology during training.


**Schedule \& Pay**
* Part\-Time position; Monday \- Friday 9 AM \- 1 PM Eastern time (EDT).
* Fully remote role for a US\-based company
* Pay ranges from R7,000 \- R8,000 per month depending on skills and experience.
* Annual raises and confirmed holidays.


**System Requirements**
* Internet speed of at least 20 Mbps.
* Computer with a 2\.4 GHz processor or higher.
* 8 GB of RAM or higher.
* Windows 10 or newer, or Mac OS X 10\.10 or newer.
* HD 720p webcam.
* Headset with a microphone.


**Benefits**
* Fully remote work from South Africa.
* Consistent part\-time schedule.
* Opportunity to work directly with a growing US\-based business.
* Training provided on the company's custom CRM, processes, terminology, and qualification criteria.
* Access to a US\-based calling number/VoIP system at no additional cost.
* Opportunity for additional work as the company scales its virtual assistant team.
* Work directly with a growing business brokerage operation connecting business owners with private equity firms.


 If you are a confident, professional, and personable communicator who enjoys cold calling and knows how to build genuine connections with business owners, apply to join the team!

Cold Calling Virtual Assistant

I'm looking for a nonprofit Accounting \& Bookkeeping Virtual Assistant with prior experience supporting an organization through an external financial audit. This role pays 5\-11$/hr.

About the Role:

This company is a nonprofit organization that supports youth, families, and community programs, and they are looking to bring on an Accounting \& Bookkeeping Virtual Assistant to help with bookkeeping, financial reporting, reconciliation, and audit preparation.

You will work alongside an existing bookkeeping team while maintaining organized financial records, tracking expenses, preparing leadership reports, and helping keep the organization consistently prepared for audit and compliance requirements.

Responsibilities:

* **⁠ ⁠**Maintain audit\-ready records and support ongoing financial compliance.
* ⁠ ⁠Reconcile bank accounts and financial transactions regularly.
* ⁠ ⁠Manage accounts payable, receivable, and invoicing workflows.
* ⁠ ⁠Prepare financial summaries and program\-specific reports for leadership.
* ⁠ ⁠Track budgets, expenses, funding, and program spend\-downs.

Tools You Will Be Using:

* **⁠ ⁠**QuickBooks for bookkeeping and reconciliation
* ⁠ ⁠Google Drive for financial documentation
* ⁠ ⁠Paylocity for payroll support

Application Question(s):

* How many years of professional bookkeeping experience do you have?
* How many years of nonprofit accounting experience do you have?
* Do you have experience using QuickBooks?
* Have you supported an organization through an external audit?
* Are you available for full\-time or contract\-based work?
* Can you consistently meet monthly reconciliation deadlines?

Work Location: Remote

Nonprofit Accounting & Bookkeeping Virtual Assistant (Full-Time or Contract | 5-11$/hr)

IMPORTANT - Watch this quick Loom video on how to get hired: https://www.loom.com/share/345f776084e642ba99c24aabe40a67a0 C1 ENGLISH LEVEL IS REQUIRED. THE SELECTED CANDIDATE WILL BE SPEAKING STRICTLY IN ENGLISH DURING THEIR WHOLE SHIFT. PLEASE SUBMIT YOUR RESUME AND AUDIO RECORDING IN ENGLISH. JOB TITLE LEGAL EXECUTIVE ASSISTANT JOB ID DLCBEN1EA INDUSTRY Commercial Real Estate & Property Development LOCATION South Africa JOB STATUS Full Time WORK SCHEDULE Monday to Friday, 7:00am to 4:00pm (CST…

Legal Executive Assistant (Job ID: DLCBEN1EA)

Experience: Previous PA, Executive Assistant, or similar experience preferred
   

  

**About The Opportunity**
 We’re working with a fast\-paced, growing business looking to hire a highly organised and proactive Personal Assistant.
   

  

 This is a varied, hands\-on position supporting a senior leader with the day\-to\-day organisation of their schedule, travel, meetings, and wider administrative requirements.
   

  

 A key part of the role will also be supporting commercial activity by coordinating and arranging sales meetings, so we’re looking for someone who is confident communicating with external contacts and comfortable taking ownership of follow\-ups and scheduling.
   

  

 The right person will be organised, reliable, personable, and able to stay one step ahead in a busy environment.
   

  

 The role
   

  

 As Personal Assistant, you’ll provide comprehensive day\-to\-day support, helping ensure diaries, meetings, travel, and priorities run smoothly.
   

  

 You’ll need to be comfortable managing multiple moving parts, handling changing priorities, and communicating professionally with both internal and external stakeholders.
   

  

 Alongside traditional PA responsibilities, you’ll play an important role in supporting the sales process by arranging meetings with prospects and ensuring diaries are kept full and well organised.
   

  

 What you’ll do
   

  

 Diary \& meeting management
   

  

* Own and manage a busy diary, coordinating internal and external meetings
* Schedule appointments and manage changes or conflicts efficiently
* Prioritise meetings and ensure time is used effectively
* Prepare schedules and ensure all relevant information is available ahead of meetings
* Coordinate across multiple stakeholders and time zones where required


 Travel \& logistics
   

  

* Arrange UK and international travel, including flights, trains, accommodation, and transfers
* Build clear travel itineraries and ensure all arrangements run smoothly
* Manage last\-minute changes and resolve travel issues when required
* Coordinate reservations, bookings, and other logistics


 Sales meeting coordination
   

  

* Proactively arrange sales meetings with prospective and existing clients
* Liaise with prospects and external contacts to coordinate availability
* Manage scheduling and follow\-ups to ensure meetings are confirmed
* Keep track of upcoming sales meetings and help maintain an organised pipeline of appointments
* Work closely with the wider team to coordinate diaries around commercial priorities


 General PA support
   

  

* Handle day\-to\-day administrative tasks and correspondence
* Manage emails, documents, bookings, and other ad hoc requests
* Help organise meetings, events, and team activities where required
* Maintain confidentiality when dealing with sensitive information
* Anticipate requirements and proactively resolve issues before they become problems
* Provide flexible support across the business as priorities evolve


 What we’re looking for
   

  

* Previous experience as a Personal Assistant, Executive Assistant, or in a similar organisational role
* Excellent diary and calendar management skills
* Experience arranging travel and coordinating detailed itineraries
* Highly organised with strong attention to detail
* Confident and professional when communicating with clients, prospects, and senior stakeholders
* Proactive and comfortable taking ownership rather than waiting for instruction
* Able to manage competing priorities in a fast\-moving environment
* Strong written and verbal communication skills
* Comfortable using common productivity, calendar, and communication tools
* Reliable, discreet, and trustworthy


 Nice to have
   

  

* Experience supporting a founder, CEO, or senior executive
* Experience within a fast\-growing or entrepreneurial business
* Previous involvement in sales administration, meeting booking, or commercial support
* Experience working across multiple time zones and arranging international travel

Personal Assistant

**Appointment Setter — Cape Town (Remote)** 




  





**Who we are** 




  





 Clayworks is a done\-for\-you B2B outbound agency. Companies hire us to fill their calendars with qualified meetings, and we guarantee the number. If we miss it, we keep running until we hit it. No fluff, no vanity metrics, just booked meetings that turn into real pipeline.
 



  





 We run signal\-based outbound across email, LinkedIn, and phone. The machine is already built. Now we need someone to work the phones and turn warm signals into booked calls.
 



  





**The role in one line** 




  





 You call. That's the heart of it.
 



  





 Every list is built, cleaned, and enriched before it ever reaches you. The emails are already landing. The LinkedIn touches are already firing. The signals telling you who's in\-market are already surfaced and sitting in front of you. Your job is to pick up the phone, have sharp conversations with people who already have a reason to talk, and book the meeting.
 



  





 No prospecting. No list building. No admin drag. We hand you a reason to call and a person worth calling. You bring the close.
 



  





**What you'll actually do** 




  





 \- Call into warm, signal\-driven lists every single day
 



 \- Turn conversations into booked meetings for our clients
 



 \- Work fast, handle objections without flinching, and keep the calendar full
 



 \- Log call dispositions cleanly so the machine keeps getting smarter
 



 \- Hit your meetings target, then beat it
 



  





**Who you are** 




  





 You're a killer on the phone and you can prove it. You've booked meetings at volume, ideally inside an agency or a high\-output sales floor where the bar was high and the pace never let up.
 



  





 Gatekeepers don't rattle you. Cold opens don't rattle you. You've heard every objection in the book and you've got an answer for all of them. You treat a booked meeting like a personal win, because it is one.
 



  





 Agency background is a big plus. If you've carried a quota across multiple clients and different industries and still hit the number, we want to talk to you.
 



  





**Requirements** 




  





 \- Fluent English, clear and confident on the phone
 



 \- Strong computer skills, comfortable moving across CRMs and dialers and AI
 



 \- Stable, reliable internet connection (non\-negotiable for a calling role)
 



 \- A real track record you can point to and talk through
 



  





**What's in it for you** 




  





 We're scaling hard and fast. This isn't a seat you sit in, it's a launchpad. Prove you can book, and the path opens up quickly toward senior BDR, team lead, and eventually closing roles as we grow.
 



  





 Competitive base plus commission on every meeting you book. The better you are, the more you earn, and there's no cap on the upside for someone who genuinely brings it.
 



  





 You get real infrastructure behind you, not a phone and a prayer. Signals, data, sequencing, all of it done for you so you can spend your time doing the one thing you're great at.
 



  





**How to apply** 




  





 Apply here and then send a video to hello@clayworks.io. Tell us about the best meeting you ever booked and exactly how you pulled it off, plus anything else you think we should know!

Company Overview An independent financial planning and wealth management practice operating on the Ameriprise broker-dealer platform, with a focus on portfolio construction and management. Adam Novak is an independent advisor at the firm — he chairs the investment strategy committee, maintains his own book of clients, and also supports partner Garrett on some of the firm's larger client families. Role Overview The client is looking for a Virtual Assistant to help him keep pace with scheduling a…

Virtual Executive Assistant

Executive Assistant / Practice Manager
   

  

 Remote: South Africa (Preferred) and LATAM
   

  

 Schedule: Mo\-Fr U.S. CST Business Hours
   

  

 Compensation: $2,000 \- $2,500 USD/month, depending on experience and overall fit.
   

  

 \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
   

  

**About The Company**
 Our client is a growing Texas\-based hair restoration practice focused on providing high\-quality, personalized care to patients throughout their hair restoration journey.
   

  

 As the practice continues to grow, the practice owner is looking for a highly organized, proactive professional who can take ownership of the administrative, scheduling, patient communication, and lead management responsibilities that come with a busy practice.
   

  

 This is an opportunity to become a trusted operational partner to the practice owner and play an important role in keeping the practice organized, responsive, and running efficiently.
   

  

 Role Overview
   

  

 The Executive Assistant / Practice Manager will serve as a key operational partner to the practice owner, taking ownership of day\-to\-day administrative, scheduling, patient communication, and lead follow\-up responsibilities.
   

  

 This is a hands\-on, high\-ownership role. The ideal candidate will be equally comfortable managing an executive calendar, responding to new patient leads, following up with prospective patients, coordinating appointments, sending consents, and handling administrative tasks within the practice's EMR.
   

  

 A major component of the role will be lead management and patient communication, ensuring new inquiries are contacted promptly and prospective patients receive consistent follow\-up throughout the consultation process.
   

  

 The right candidate will be proactive, highly organized, responsive, and capable of identifying what needs to be done without requiring constant direction.
   

  

 Key Responsibilities
   

  

 Executive \& Practice Administration
   

  

* Manage and maintain the practice owner's calendar, appointments, meetings, and daily schedule.
* Organize and prioritize competing appointments, tasks, and administrative responsibilities.
* Monitor incoming communications and ensure important requests are addressed promptly, including answering calls during business hours.
* Coordinate meetings, reminders, follow\-ups, and other administrative activities.
* Maintain organized digital records and practice documentation.
* Identify recurring administrative bottlenecks and proactively improve workflows.
* Take ownership of day\-to\-day administrative responsibilities to reduce the workload on the practice owner.
* Serve as a reliable operational point of contact for routine practice matters.


 Lead Management \& Patient Communication
   

  

* Monitor new leads and inquiries within the CRM.
* Respond promptly and professionally to prospective patient inquiries.
* Conduct initial outreach and maintain ongoing conversations with prospective patients.
* Follow up consistently with leads who have not yet scheduled.
* Answer basic questions and provide appropriate information about the practice and appointment process.
* Track lead activity and ensure prospective patients do not fall through the cracks.
* Help move qualified leads toward consultations and appointments.
* Maintain accurate CRM records and update lead statuses throughout the patient journey.
* Communicate with prospective patients in a warm, professional, and service\-oriented manner.


 Scheduling \& Appointment Coordination
   

  

* Schedule new patient consultations and follow\-up appointments.
* Coordinate appointments around the physician's availability and practice schedule.
* Send appointment confirmations, reminders, and relevant communications.
* Reschedule appointments when necessary and manage schedule changes proactively.
* Help maintain an efficient daily schedule and minimize unnecessary gaps.
* Ensure patients receive clear information regarding upcoming appointments.


 Patient Documentation \& Practice Support
   

  

* Send and track patient forms, consents, and required documentation.
* Follow up with patients to ensure required paperwork is completed before appointments or procedures.
* Maintain accurate and organized patient records.
* Coordinate administrative communication between patients and the practice.
* Support the practice with additional patient\-facing administrative responsibilities as needed.
* Maintain a high level of discretion when handling confidential patient information.


 EMR \& Billing Support
   

  

* Enter and maintain patient information within the practice's EMR system.
* Assist with billing patients through the EMR.
* Process and coordinate administrative billing tasks accurately and on time.
* Monitor outstanding administrative items and follow up as needed.
* Learn and confidently navigate the practice's EMR, CRM, scheduling, and other software platforms.
* Help maintain accurate patient and billing records.


 Hard Skills
   

  

* 2\+ years of experience in an Executive Assistant, Medical Administrative Assistant, Patient Coordinator, Practice Coordinator, Practice Manager, or similar role.
* Experience working in a medical, healthcare, aesthetic, cosmetic, dental, dermatology, or elective\-procedure practice strongly preferred.
* Experience managing calendars, scheduling appointments, and coordinating administrative workflows.
* Experience using CRM systems and managing lead follow\-up.
* Experience communicating directly with patients or prospective patients.
* Familiarity with EMR/EHR systems and electronic patient records.
* Experience handling patient forms, consents, and administrative documentation.
* Exposure to medical or patient billing preferred.
* Strong proficiency with email, calendars, spreadsheets, and common business software.
* Ability to quickly learn new CRM, EMR, scheduling, and practice\-management systems.
* Strong written and spoken English.
* Comfortable working U.S. business hours.


 Soft Skills
   

  

* Extremely organized and detail\-oriented.
* Proactive and able to work independently without constant direction.
* Highly responsive and comfortable managing time\-sensitive communications.
* Strong follow\-through and accountability.
* Warm, professional, and patient\-focused communication style.
* Confident communicating with prospective patients and maintaining relationships throughout the consultation process.
* Comfortable balancing administrative support with patient\-facing responsibilities.
* Able to prioritize effectively in a fast\-moving environment.
* Resourceful and comfortable figuring things out independently.
* Discreet and trustworthy when handling confidential patient and business information.
* Calm under pressure and able to manage multiple priorities simultaneously.
* Strong sense of ownership and initiative.
* Naturally anticipates needs and looks for ways to make the practice owner's day more efficient.


**About The Candidate**
 The ideal candidate is someone who naturally becomes the organizational backbone of a busy practice.
   

  

 They should be able to move seamlessly between executive support and practice operations, managing the owner's calendar, responding to new leads, following up with prospective patients, scheduling consultations, sending documentation, and completing administrative tasks within the EMR.This person should not need to be micromanaged. They should be able to look at the practice owner's workload, identify what can be taken off his plate, and own those responsibilities from start to finish.
   

  

 Experience in a medical or elective\-procedure environment is highly valuable, particularly for candidates who have worked with patient scheduling, lead conversion, consultations, EMRs, patient communication, or practic

Virtual Assistant Jobs in Johannesburg - Page 2

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