Executive Administrative Assistant - US Operations | Remote | EST Hours

About ISTA Personnel Solutions

ISTA Personnel Solutions   is a dynamic and fast-growing BPO company. We are   not a recruitment agency . We partner with international U.S. clients and integrate our staff members directly within our clients’ operations. We focus on long-term placements where you become an integral part of the client’s team.

We are recruiting for an exceptional Executive Administrative Assistant – AI & Operations Support .

Role Summary and Responsibilities

ABOUT THE ROLE

This is a modern Executive Administrative Assistant role with a strong focus on AI-assisted workflows, operational support, research, reporting and process development. While some administrative support may be required, this is not a diary-management role.

This role is suited to someone who enjoys learning, problem-solving, adapting to change and building better ways of working. You do not need to be a programmer or AI specialist; however, you should be genuinely comfortable with technology, learn quickly, think independently, able to write well and excited by the opportunity to use AI in a practical business environment.

Key Responsibilities

• Support the development, testing and refinement of AI-assisted workflows and processes.

• Use AI tools to assist with research, workflow development, written outputs and operational tasks.

• Write clear, detailed instructions and prompts to help achieve accurate AI-generated outputs.

• Assist with reports, data downloads, information organisation and documentation.

• Track tasks, follow up on outstanding actions and ensure work is completed accurately and on time.

• Learn and confidently use new software, systems and processes.

• Support ad hoc administrative, operational and project-based requirements.

• Assist with improving internal processes as the client’s business and AI requirements evolve.

• Complete relevant onboarding, data-security and system training.

The Tools You'll Use

• ClickUp | Microsoft Outlook | Teams | Excel | OneNote | QuickBooks | HubSpot | AI Tools

Desired Experience & Requirements

Requirements

• Excellent written English, with the ability to communicate clearly, accurately and professionally.

• Strong administrative, executive support, operations support, project coordination or similar experience.

• Exceptional learning agility and the ability to understand new systems and processes quickly.

• Highly organised, detail-oriented and able to manage several priorities at once.

• A quick thinker who can process information, take initiative and move efficiently between tasks.

• Comfortable using technology and exploring unfamiliar software independently.

• Strong research and problem-solving skills.

• Persistent, proactive and able to work independently while knowing when to ask for guidance.

• Exposure to AI tools, prompt writing, workflow automation or AI-assisted work will be advantageous, but is not essential.

• Experience with Excel, reporting, data handling or process documentation will be beneficial.

Culture & Working Style

• Fast-moving environment with shifting priorities

• Direct, clear communication style with emphasis on asking questions before acting

• Collaborative and supportive team culture

• Regular video-based meetings and strong cross-team engagement

Growth Opportunity

This role has strong potential to evolve into a Project Coordination / Project Management function over time, including the possibility of managing junior coordinators as the business scales.

Work Schedule & Remote Working Requirements

• Working Hours:  Monday – Friday | 9:00 AM – 6:00 PM EST (3:00 PM – 12:00 AM South African time – subject to daylight savings).

• Public Holidays:  This role requires working on both South African and U.S. public holidays (compensation for SA public holidays in accordance with the BCEA).

• Internet Requirements:  A fixed fibre line with a minimum speed of 25 Mbps (upload & download) and wired Ethernet capability is mandatory. Applicants without a fixed fibre line cannot be considered.

• Power Backup:  Reliable backup required to manage load shedding or outages. Applicants without a power backup cannot be considered.

• Work Environment:  Fully remote.

Important Information

If you are not contacted within 14 working days, please consider your application unsuccessful.