Job Description

Executive assistant to founder



About the company



We're on a mission to create a DNA-changing impact on locals, visitors, owner-led businesses, and this destination through daily moments of joy. For happier people and a better place, we unlock magic around the corner and create a magnet the world cannot wait to be a part of.



We're an owner-managed, independent business driven by a relatively small, committed, and passionate (and growing) team. We're not just an online media business--we're a platform on a mission to truly impact this place.



About the role



This role is to be the operational right hand to a high-output, visionary founder who thrives on ideas, intensity, and impact--and needs a calm, kind, steady physical presence to bring flow, order, capacity, and clarity to his world.



You'll bring rhythm, accountability, structure, and follow-through to both his business and personal life, helping to move key projects forward.



You'll ensure nothing falls through the cracks--from follow-ups via WhatsApp voice notes to sales CRM entries to reminders about team birthdays and anniversaries. When the founder hands you something--whether an idea, a task, or a voice note--you map it, clarify it, close the loop, and keep him in the know.



You'll also play a pivotal role in supporting our leadership team and owning the systems and tools that are the heartbeat of our office and culture.



This is your dream role if...

You thrive on being stretched and love learning and growing

You've supported high-functioning people and helped them focus and follow through

You are wildly organised and find satisfaction in bringing order to chaos

You bring clarity, closure, and calm--people trust you to track details and keep the flow

You think in projects and priorities, even when juggling many inputs

You are kind and loyal, calm and collected under pressure

You value trust and emotional intelligence and are energised by meaningful work



Key objectives



Manage the founder's life and flow

Create and drive weekly 'winning weeks'

Lead daily morning and end-of-day check-ins to sync, steer, and close loops

Proactively plan his day and manage his calendar, time, and energy

Be physically present to support focus and follow-through--this is a 'do-it-together' role

Be the catch-all for his thoughts and ideas--capture, sort, revisit, and structure them

Attend key meetings, take notes, follow up, and track delivery

Know where he is at all times to keep him on schedule and focused

Support personal tasks with equal care--from school WhatsApp chats to grocery orders

Provide coffee, water, or meals proactively to keep him energised



Sales and partner communication support

Manage and maintain the sales CRM for the founder and leadership team

Set up and coordinate meetings:

intro scans, briefings, check-ins

Track which meetings took place, ensure recordings, notes, and follow-ups are filed

Keep the founder in the right meetings at the right time

Create and maintain organised partner folders and naming conventions

Follow up with partners where appropriate, using agreed tone and language

Help prepare and send thoughtful, strategic partner communications

Act as a comms support and accountability partner to the founder and leadership



Office flow and team support

Ensure the office space is functional, well-supplied, and energising

Manage deliveries, office needs, and physical systems

Create simple systems that keep everything running smoothly

Own the planning of team culture moments:

birthdays, celebrations, acknowledgements

Be the steady presence that supports the team day to day

Handle ad hoc requests and mini-emergencies with grace and professionalism



Key requirements

Track record and experience in:

Supporting a high-output founder or senior executive in a personal and professional capacity

Operational excellence across multiple threads (e.g. CRM, culture, admin)

Proactive execution and initiative--from idea to completion

Skills and competencies:

Organisational mastery - You bring calm to chaos, keep communication and tasks current

Project thinking - You break down goals into actions and align them with the big picture

Structured communication - You communicate clearly, kindly and keep the team aligned

Emotional intelligence and kindness - You handle people and situations with care and maturity

Loyalty and discretion - You protect confidentiality and bring consistent, grounded support

Mindset and personal attributes:

Calm and collected under pressure

Purpose-driven and growth-minded

Supportive yet strong and capable of co-working to completion

Detail-oriented while also focused on bigger-picture outcomes

People-centred and caring with a strong sense of team

Closing date for applications:

12 May 2025 at midnight, but interviews start now.



Visit capetownmagazine.com/work-with-us to see the full description.