Operations & Finance Executive Assistant

An experienced, high-ownership remote Operations & Finance Executive Assistant is required to support a dynamic entrepreneur managing multiple UK property companies and an international consulting business, for approximately 2 to 5 hours per day.

This role acts as the Founder's right hand and gatekeeper, ensuring smooth day-to-day operations, strong financial oversight, and consistent execution across businesses. The successful candidate will reduce the Founder's workload, protect their time, and ensure operations run independently and efficiently.

This is a senior support role combining execution, oversight, planning, leadership, and intelligent use of AI tools. The ideal candidate thrives in autonomous environments and enjoys taking full ownership rather than waiting for direction. This opportunity is available to a South African citizen working fully remotely between 2 - 5 hours per day. Two of these hours have to be first thing in the morning to liaise with team members in other time zones, the rest can be flexible.

• Manage and triage inbox: respond, delegate, and elevate appropriately
• Own proactive and reactive diary management
• Coordinate all UK business travel ( 5x per year) and personal travel end-to-end
• Act as gatekeeper to protect the Founder's time and focus
• Manage recurring personal and business administration
• Handle ad hoc operational and personal matters independently

• Direct management of the Property Manager, including weekly performance check-ins, monthly development meetings, and accountability for occupancy, revenue, and performance
• Drive occupancy and revenue performance proactively
• Handle escalations and make executive decisions within agreed authority
• Lead recruitment processes where required
• Maintain and improve SOPs and Operations Manuals
• Track contracts, subscriptions, and renewals
• Own compliance calendars (tax, statutory, insurance, regulatory)
• Maintain a risk and issue log, flagging concerns early
• Ensure execution momentum and close operational loops

Execution

• Process Founder expense claims
• Approve supplier bills within agreed parameters
• Execute payments via Wise
• Run payroll and pay runs
• Manage invoicing and credit control
• Monitor bank balances and cash flow

Oversight

• Review monthly management accounts across multiple entities
• Analyse allocations, variances, and reporting accuracy
• Ensure financial reports are delivered on time and in required format
• Hold outsourced bookkeepers accountable
• Liaise with tax accountants (UK and Indonesia)
• Identify and flag financial risks and optimisation opportunities

• Create and manage a monthly execution plan for own role
• Develop and oversee a monthly plan for the Property Manager
• Plan weekly, monthly, quarterly, and annual task cadence
• Publish Weekly Assistant Scorecards and a Monthly Directors Dashboard
• Ensure KPI data integrity
• Track occupancy, revenue, costs, and operational performance
• Translate data into clear actions and priorities
• Actively use AI tools (e.g., ChatGPT, automation platforms) to reduce manual work
• Improve reporting clarity and operational efficiency
• Implement process improvements and automation initiatives
• Continuously optimise systems and workflows

• An early bird - able to work approximately 2 hours in the early morning (South African time), with flexibility for the rest of the day.
• Highly accountable, detail-oriented, and takes pride in delivering results.
• Able to work autonomously with minimal supervision.
• Strong problem solving skills and a solution oriented mindset.
• Proven experience in operations, finance, executive support, or similar senior coordination roles.
• Strong financial literacy with experience reviewing management accounts.
• Experience managing or overseeing team members or contractors.
• High level of ownership, accountability, and independent decision making ability.
• Excellent written and verbal English communication skills.
• Strong organisational, planning, and execution skills.
• Confident working with financial systems, payroll, payments, and reporting.
• Advanced and proactive user of AI tools and automation platforms.
• Comfortable balancing hands on execution with strategic oversight.
• Experience supporting founders or entrepreneurs is highly advantageous.
• Professional, discreet, calm under pressure, and solutions focused.

This is a remote position, so the candidate must have a suitable home office setup and be able to work independently.

Be comfortable working with colleagues across various time zones.

A-player mindset, someone who thrives in a fast paced, dynamic environment and is ready to grow with the company.

Flexible hours, the role requires 2 hours of early morning availability (South African time), and the remaining hours are flexible.