ISTA Personnel Solutions is a dynamic and fast‑growing BPO company. We are not a recruitment agency. We partner with international US clients and integrate our staff members directly within our clients' operations. We focus on long‑term placements where you contribute directly to the client's success. About The Role We are seeking a high‑performance Executive Assistant / Project Coordinator to support the Director of Business Intelligence in a fast‑moving, complex, multi‑entity environment. This is not a traditional EA role. You will operate as a critical extension of a senior BI leader — managing executive workload, coordinating cross‑functional delivery, and bringing structure to a high‑volume, multi‑system environment. The role exists to free up senior technical capacity and ensure operational execution across projects, systems, and stakeholders. PLEASE NOTE: 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 Key Responsibilities: Executive Support Manage a high‑volume inbox, prioritising and summarising key actions Own a fast‑moving calendar with frequent changes and competing priorities Proactively protect the Director's time and manage scheduling conflicts Project Coordination (ClickUp) Attend project kick‑offs, take structured notes, and convert discussions into ClickUp task boards Track project progress across multiple teams and subsidiaries Follow up on deliverables, flag risks, and ensure accountability Meeting & Documentation Support Capture clear, structured meeting notes and action items Produce summaries for team visibility Support creation of scope‑of‑work documentation before project initiation Operational Support Own recurring operational tasks currently performed by technical staff (e.g. weekly report extraction across multiple entities in QuickBooks) Support CRM and data‑related administrative tasks (e.g. HubSpot updates and reporting) Continuously identify and absorb repetitive workload from the BI team Systems & Tools Learn and take ownership of new tools as required Work across multiple platforms and troubleshoot independently where possible The Tools You'll Use: ClickUp | Microsoft Outlook | Teams | Excel | OneNote | QuickBooks | HubSpot Requirements: Experience working in technology or similarly fast‑paced technical environments is a strong advantage Prior exposure to project coordination or project management type work (e.g. tracking deliverables, managing workflows, cross‑team coordination) Strong Excel skills (advanced formulas required - pivot tables advantageous) Extremely organised with strong attention to detail Comfortable in a fast‑paced, high‑volume environment Strong communication skills and disciplined follow‑through Proactive and resourceful — able to work independently once briefed Experience with ClickUp or similar tools advantageous Familiarity with QuickBooks and/or CRM systems advantageous High level of confidentiality and professionalism Comfortable supporting technical teams in an operational capacity 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. If you are not contacted within 14 working days, please consider your application unsuccessful. #J-18808-Ljbffr