Cape Town: AI Support Executive Assistant posted by Time Personnel

About the Role

Time Personnel is seeking an exceptional AI Support Executive Assistant to join our team in Cape Town. As a key member of our operations, you will be responsible for maintaining and structuring our document and data room, managing diaries, coordinating meetings, tracking agreements, and utilizing AI tools to drive productivity. If you are passionate about technology, have a keen interest in learning, and possess strong analytical skills, we encourage you to apply.

Key Responsibilities

• Maintain and structure the company’s document and data room for easy access to Investor documents, Engineering diagrams, EIAs, permits, technical files etc
• Ensure latest documents from international teams are accurately filed
• Prepare investor packs, document bundles and meeting folders
• Manage presentation files (pitch decks, updates, technical summaries etc)
• Manage diaries for the founder and CGO
• Coordinate meetings across multiple time zones (SA, Europe, UK and Asia)
• Set up investor calls, engineering calls, internal operation calls and record meetings
• Track status of various agreements and contracts with shareholders and investors and site development documents, and ensure all outstanding items are followed through
• Liaise with lawyers, advisors, investors and operations teams to keep momentum
• Coordinate with finance team and assist with capturing expenses, reconciling statements, support with reimbursement processes and simple ledgers
• Use Gemini / ChatGPT to Summarise documents, draft emails, turn raw notes into structured actions, build slides/presentations and improve processes
• Coordinate updates to the website and assist with basic social media posts
• Prepare itineraries for travel, and meeting schedules

Requirements

• Matric, and tertiary qualification in business or entrepreneurship are advantageous
• Exceptional tech-skills and a keen interest in always learning more
• Experienced with Google Workspace (Drive, Docs, Sheets, Slides)
• Comfortable with Dropbox, Slack, Zoom, calendar syncing etc
• Highly competent with AI tools (Gemini, ChatGPT, Notta, transcription platforms)
• QuickBooks or similar accounting software experience is beneficial
• Understands investor language (or can learn quickly)
• Strong analytical thinking
• Own laptop and fast wi-fi connectivity for working remotely

Qualifications

• Completed Matric
• Tertiary qualification in business or entrepreneurship (advantageous)

Salary & Benefits

Salary: R negotiable dependent on experience