Executive Assistant (Operations Support) - Remote (EST Hours)

ISTA Personnel Solutions is a dynamic and fast-growing BPO company. We are not a recruitment agency — we operate as a dedicated extension of our clients’ teams, delivering high-quality service with precision, efficiency, and a personal touch.

We are recruiting an experienced Executive Assistant to support a U.S.-based client in the beauty and hair industry, specializing in the styling and sale of high-quality wigs. This fully remote, full-time role is ideal for a highly organized professional who excels at creating structure, managing workflows, and ensuring processes run smoothly.

PLEASE NOTE:

• Working Hours: Monday – Friday | 9:00 AM – 6:00 PM EST (3:00 PM – 12:00 AM South African time – subject to U.S. daylight savings).
• Public Holidays: You will be required to work on both South African and U.S. public holidays. Compensation for South African public holidays will be provided in accordance with the BCEA.
• Internet Requirements: A fixed fibre line with a minimum speed of 25 Mbps upload and download, with the ability to support a wired Ethernet connection, is mandatory. Applicants without this cannot be considered.
• Power Backup: A reliable backup solution (e.g., UPS, generator) is required to manage load shedding or outages. Applicants without this cannot be considered.
• Work Environment: Fully remote.

Key Responsibilities:

• Establish and manage a clear tracking process for wigs moving through multiple third-party production stages, ensuring delays are minimized.
• Follow up with vendors and stakeholders to monitor progress and provide updates on where items are in the process.
• Work closely with executives to manage priorities, tasks, and workflows.
• Join meetings, take clear and accurate notes, and follow up on action items.
• Maintain and update project management tools (e.g., Monday.com, Asana — advantageous).
• Assist with general administrative coordination and day-to-day operational support.
• Ensure tasks and projects are tracked, followed up, and completed on time.
• Communicate professionally with internal and external stakeholders as required.
• Anticipate needs, prioritize tasks independently, and establish an efficient workflow in a remote environment.

Requirements:

• Previous experience as an Executive Assistant.
• Strong organizational and time management skills.
• Highly detail-oriented, proactive, and capable of building effective processes.
• Excellent English communication skills (verbal and written).
• Ability to work independently and create your own rhythm in a remote environment.
• Comfortable using basic computer systems, Microsoft Office, and Outlook.
• Familiarity with project management tools is advantageous.

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