[Hiring] Executive Operations Assistant @Sauti Contact Center

Role Description

This is a remote position. We are seeking a highly organized, dependable, technology-comfortable, and proactive Executive Operations Assistant to support a senior executive across several businesses, clients, projects, and selected administrative responsibilities. This is not a traditional receptionist or basic secretarial position. The successful candidate will act as an operational extension of the Executive by:

• Organizing priorities
• Tracking commitments
• Coordinating with different people
• Following up on outstanding work
• Ensuring that tasks move from instruction to completion

The role requires someone who can manage many moving parts, communicate professionally, work independently, learn new systems quickly, and take responsibility for outcomes. The ideal candidate should be able to:

• Receive a task and understand the intended result
• Identify the next steps
• Communicate with the relevant people
• Follow up consistently
• Maintain accurate records
• Report back clearly

The primary objective is to reduce the amount of time the Executive spends remembering, organizing, assigning, and following up on routine operational tasks.

Key Responsibilities

• Task and Project Coordination
  • Maintain a central and accurate list of the Executive’s active tasks, projects, commitments, and follow-ups.
  • Break larger instructions into clear, manageable action items.
  • Assign deadlines, priorities, owners, and next steps to each task.
  • Track multiple tasks across different businesses, clients, vendors, employees, and partners.
  • Follow up with responsible individuals until work is completed.
  • Record updates, delays, decisions, and outstanding requirements.
  • Identify tasks that are stalled and take appropriate action to move them forward.
  • Escalate urgent matters or serious delays before they become larger problems.
  • Ensure completed tasks are properly documented and closed.
  • Provide the Executive with clear daily and weekly progress summaries.
• Executive Support
  • Help organize the Executive’s daily, weekly, and long-term priorities.
  • Maintain reminders for meetings, deadlines, payments, appointments, and commitments.
  • Coordinate meetings across Kenya, U.S., and other international time zones.
  • Prepare agendas, meeting notes, action items, and follow-up lists.
  • Ensure that commitments made during meetings or conversations are recorded and acted upon.
  • Help the Executive prepare for meetings by gathering relevant documents, updates, and background information.
  • Draft routine correspondence and responses for review or approval.
  • Organize documents, links, records, contact details, and reference materials.
  • Assist with selected administrative responsibilities when required.
• Communication and Follow-Up
  • Communicate professionally through phone calls, email, WhatsApp, SMS, online chat, and video meetings.
  • Contact employees, clients, vendors, service providers, consultants, and business partners on behalf of the Executive.
  • Draft clear, professional, and grammatically correct emails and messages.
  • Follow up politely but persistently until responses or results are received.
  • Maintain an accurate record of conversations, promises, deadlines, and next steps.
  • Know when to continue following up, when to escalate, and when to request guidance.
  • Communicate with confidence while remaining respectful and professional.
  • Represent the Executive and the businesses appropriately in all communications.
• Calendar and Schedule Management
  • Schedule and confirm meetings, calls, appointments, and reminders.
  • Prevent scheduling conflicts and missed appointments.
  • Coordinate availability with multiple participants.
  • Send meeting invitations, confirmations, agendas, and reminders.
  • Track time-sensitive commitments and important dates.
  • Account for differences between Kenya and U.S. working hours.
  • Help protect the Executive’s time by distinguishing between urgent, important, routine, and low-priority matters.
• Administrative and Documentation Support
  • Prepare and format professional documents, reports, letters, proposals, invoices, presentations, and spreadsheets.
  • Maintain organized digital folders and document naming systems.
  • Update contact lists, trackers, databases, and business records.
  • Enter and maintain accurate information in CRM systems and other business platforms.
  • Proofread documents and communications before they are sent.
  • Create checklists, templates, forms, and standard operating procedures.
  • Assist with preparing business summaries and status reports.
  • Maintain confidentiality when handling financial, business, employee, client, or personal information.
• Research and Information Gathering
  • Conduct online research on companies, products, services, vendors, travel options, business opportunities, software, and other assigned topics.
  • Verify information using credible sources.
  • Summarize research into clear findings and recommendations.
  • Compare options based on cost, benefits, risks, requirements, and suitability.
  • Present information in a way that allows the Executive to make decisions quickly.
  • Avoid simply forwarding large amounts of information without first reviewing and organizing it.
• Business Operations Support
  • Coordinate activities across multiple businesses and projects.
  • Follow up on proposals, contracts, invoices, client requests, and deliverables.
  • Assist with client onboarding and service coordination.
  • Track business leads, opportunities, and partner conversations.
  • Help coordinate technology-related tasks without necessarily being a technical expert.
  • Work with project management systems, CRM platforms, spreadsheets, and online business tools.
  • Assist with customer service, event coordination, travel arrangements, and vendor management.
  • Learn new systems and business processes as required.
  • Support the preparation of reports, presentations, and business documentation.

Qualifications

• Excellent computer skills.
• Very comfortable working on a computer for most of the working day.
• Good typing speed with strong accuracy.
• Ability to learn new software and online platforms quickly.
• Strong internet research skills.
• Experience using email, web browsers, cloud storage, online forms, calendars, and video-conferencing platforms.
• Competence with Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
• Competence with Google Workspace, including Gmail, Google Docs, Google Sheets, Google Calendar, and Google Drive.
• Comfortable using WhatsApp Web and other online communication platforms.
• Familiarity with task management, CRM, or project-management systems.
• Willingness to learn platforms such as Zoho, Microsoft Dynamics 365, ChatGPT, Microsoft Teams, Zoom, Google Meet, and other business tools.
• Strong spoken and written English.
• Clear and professional telephone communication.
• Ability to write professional emails and WhatsApp messages.
• Ability to listen carefully, understand instructions, and ask relevant questions when necessary.
• Ability to communicate confidently with senior professionals, clients, vendors, and team members.
• Ability to summarize complex or lengthy information clearly.
• Good judgment regarding tone, urgency, confidentiality, and professionalism.
• Ability to manage many tasks at the same time.
• Excellent attention to detail.
• Strong time-management and prioritization skills.
• Ability to maintain accurate records and trackers.
• Ability to remember and follow through on commitments.
• Ability to work across multiple businesses and projects without becoming confused.
• Ability to distinguish between urgent tasks and tasks that can wait.
• Ability to work methodically even when priorities change.
• Honest and trustworthy.
• Reliable and punctual.
• Highly organized.
• Responsible with time.
• Proactive rather than passive.
• Comfortable taking ownership of tasks.
• Persistent when following up with people.
• Able to work with limited supervision.
• Willing to accept feedback and make corrections.
• Calm under pressure.
• Flexible and adaptable.
• Professional in appearance, conduct, and communication.
• Careful with confidential information.
• Able to admit when they do not know something and then take steps to learn it.
• Focused on producing accurate results.
• Able to solve routine problems independently.
• Interested in continuous learning and professional growth.

Benefits

• Company-paid internet allowance to support reliable remote work.
• Fully remote position, eliminating daily commuting costs and travel time.
• Direct exposure to business leadership, decision-making, operations, technology, client management, and entrepreneurship.
• Opportunity to learn modern business systems, including CRM platforms, task-management tools, cloud applications, artificial intelligence tools, and automation platforms.
• Varied and meaningful work across technology, customer service, business development, operations, travel, consulting, and other growing business areas.
• Practical professional development in communication, organization, project coordination, research, executive support, and problem-solving.
• Opportunity for increased responsibility and salary growth based on performance, reliability, capability, and business expansion.
• Potential for long-term employment for a dependable person who becomes a trusted and valuable member of the team.
• Flexible work scheduling, with agreed working hours that may be adjusted between Kenya and U.S. business hours when required.
• Greater independence and ownership, allowing the successful candidate to build confidence and demonstrate initiative rather than performing only repetitive administrative work.
• Professional mentorship and guidance through direct involvement in real business challenges, projects, and decisions.
• Exposure to international clients, partners, and working environments, providing valuable experience beyond the local market.
• Opportunity to build a strong professional track record by helping manage important projects, coordinate multiple stakeholders, and deliver measurable results.
• Recognition for strong performance, initiative, accuracy, and consistent follow-through.