Role overview

The Executive Office Assistant is a broad, hands-on role reporting directly to the CEO. You will act as a right hand to the CEO, coordinating cross-functional teams, managing critical office and business projects from start to finish, and ensuring the day-to-day operations of the business run smoothly. 

This role also supports Cloudline's accountants with the information they need for financial reporting and contributes to business development and grant funding efforts. It is well suited to someone who considers themselves an all-rounder, takes initiative, thrives with minimal supervision, and is comfortable moving between operational, administrative and project-based work.

Key responsibilities

Administrative support to Exco: Executing tasks  as guided by the ExCo, while providing operational and administrative support to other exco members as and when required

Office management: Leads and manages all office-related activities, including planning and coordinating team activities, supervising the office cleaner, and ordering office supplies

Financial reporting support: Supports Cloudline's external accountant, providing information they need for SARS-related filings, such as receipts, reports and descriptions of expenses.

Payments and payroll: Oversees all company payments, including monthly payroll, designing and implementing processes and procedures that streamline payments for efficiency.

Business development support: With input from the team, maintains Cloudline's CRM, and supports business development functions when required.

Requirements

• At least 5 years' proven experience in a similar role (e.g. Office Manager, Executive Assistant, Personal Assistant, or Operations Coordinator)
• Bachelor's degree or diploma in Business Administration, Office Management, Finance, or a related field
• South African citizen or permanent resident, or holder of a valid South African work visa, based in or able to work on-site in Cape Town
• A track record of independently leading at least one office or operational project from initiation through to completion, with minimal day-to-day supervision
• Demonstrated openness to feedback, for example adapting a process or way of working based on direct manager input
• Experience coordinating projects across at least two functional areas (e.g. finance, operations, business development)
• Fluent, professional-level written and spoken English, including experience drafting correspondence, reports or presentations for senior leadership or board-level stakeholders
• Practical experience supporting bookkeeping or accounting functions (e.g. processing receipts and invoices, liaising with accountants or auditors, using systems such as Xero, Sage or QuickBooks); no formal accounting qualification required
• Working knowledge of CRM platforms (e.g. Attio, HubSpot, or Salesforce)
• Prior exposure to grant applications or funding processes, ideally with South African bodies such as the TIA, seda, or the dtic, is an advantage
• Proficient in MS Office / Google Workspace tools (Word, Excel/Sheets, PowerPoint/Slides)