Executive Assistant & Operations Support

Assist World · Philippines, South Africa · $1k – $1k · posted today ago

machine-learning hr operations remote jobs in south africa

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About this role

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Company Overview

Alljoined is a San Francisco-based neurotechnology research company working on decoding thoughts from brain activity. The team is small, research-heavy, and fast-moving, with backgrounds from Harvard, MIT, Stanford, and Meta. The company is making real breakthroughs and moves quickly, so priorities and processes change often.

Role Overview

Jonathan, the CEO, has a steady stream of requests, emails, and small projects coming his way and needs one reliable person to take them off his plate completely. This is a combined Executive Assistant and operations role: running his inbox and calendar, owning practical projects from research to completion, and handling some personal scheduling so he can plan his week around the work. Jonathan has had a poor experience with a past EA who didn't follow up and needed step-by-step direction, so the right person is a self-starter with strong common sense who follows through without being chased, learns quickly, and asks smart clarifying questions when something is unclear.

Key Responsibilities

Manage Jonathan's inbox: triage incoming email, draft and send clear replies, and make sure nothing gets dropped.
• Own the calendar: schedule meetings, protect focus time (e.g. blocked mornings or dedicated project days), and resolve conflicts.
• Follow up persistently: when people don't reply to scheduling requests or threads you're looped into, chase them until it's closed out.
• Take on operations projects end to end, such as sourcing parking for the team or comparing office phone booths for best value, and come back with a clear recommendation.
• Book flights and travel for visitors and team members, balancing good timing with good value.
• Handle personal scheduling for Jonathan, including appointments (e.g. dentist) and dinner reservations.
• Complete admin and setup tasks independently using available instructions (e.g. registering on Gusto), without needing step-by-step guidance.
• Track all open tasks and report progress proactively so Jonathan always knows where things stand.

Skills & Tools

Google Workspace (Gmail, Calendar, Drive, Docs, Sheets)

• Slack and Notion

Comfortable using AI tools and quick to pick up new software, including the team's internal ML tools
• Excellent written and spoken English, including polished, professional email copy
• Self-starter with strong judgment and common sense; can work from first principles and figure things out independently
• Highly organized with reliable follow-through; executes quickly on multiple tasks at once
• Tech-forward and curious; genuine interest in AI and neurotechnology is a strong plus
• Minimum 3 to 4 years of Executive Assistant experience, ideally supporting founders or startup teams