[Hiring] Executive Assistant & Sales Operations Coordinator @Legends EOR

Role Description

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

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.

Qualifications

• 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.