Operations Manager \& Executive Assistant
Roll The Media | Remote --- South Africa
Schedule: Monday--Friday, 7:00 AM--5:00 PM Pacific Time (Los Angeles)
Compensation: Based on experience | Room for growth
Roll The Media is a Los Angeles--based social media and content marketing agency serving medical, aesthetics, beauty, and lifestyle businesses. We're looking for a proactive, organized manager based in South Africa to work directly with the owner, oversee daily operations, and help the company grow.
This position combines team management, executive assistance, client communication, and financial administration. We need someone who takes ownership, follows through, and keeps the business moving without constant reminders.
Team Management \& Operations
- Create, assign, and delegate tasks with clear priorities and deadlines.
- Review completed work for accuracy, quality, and alignment with client expectations.
- Monitor projects, follow up on outstanding assignments, and hold team members accountable.
- Lead team check-ins, manage workloads, and address issues before they affect clients.
- Create and improve company processes, workflows, and standard operating procedures.
- Keep the owner informed of important updates, challenges, and recommended solutions.
Client Communication \& Owner Support
- Serve as the primary point of contact for people looking to reach the owner.
- Manage incoming inquiries, answer appropriate questions, and route matters that require the owner's attention.
- Learn our services, packages, processes, and policies so you can confidently provide accurate information.
- Handle routine questions independently and escalate sensitive issues or decisions outside your authority.
- Answer and return business calls, emails, and messages professionally.
- Manage the owner's calendar, appointments, reminders, and follow-ups.
- Coordinate client meetings, filming schedules, and project deadlines.
- Keep communication organized so requests and opportunities don't get missed.
Proposals \& Sales Support
- Prepare and review client proposals for accuracy, clarity, pricing, scope, and deliverables.
- Send proposals using approved packages, pricing, and terms.
- Follow up with prospective clients and answer questions about services and next steps.
- Maintain an organized record of leads, proposals, approvals, and follow-ups.
- Coordinate with the owner on custom requests, pricing changes, or negotiations.
- Help move approved proposals into contracts, payments, and client onboarding.
Hiring \& Onboarding
- Identify staffing needs and help recruit employees and contractors.
- Create job postings, review applications, and conduct initial interviews.
- Coordinate onboarding, training, schedules, and access to company tools.
- Monitor team performance and provide clear, constructive feedback.
Payroll \& Financial Administration
- Coordinate payroll, track hours, and maintain payment schedules.
- Prepare employee and contractor payments for approval and timely processing.
- Track invoices, client payments, expenses, and recurring subscriptions.
- Follow up on overdue payments and maintain organized financial records.
- Prepare basic reports covering revenue, expenses, cash flow, and upcoming payments.
- Help monitor budgets, identify unnecessary costs, and coordinate with the bookkeeper or accountant.
Business Growth
- Turn the owner's ideas into clear action plans and completed projects.
- Identify opportunities to improve efficiency, client satisfaction, and profitability.
- Support client retention and a smooth onboarding experience.
- Track business goals and help build systems that support a growing team and client base.
What We're Looking For
- Previous experience in operations, team management, or a similar role with executive support responsibilities.
- Strong written and spoken English.
- Confidence communicating with clients, answering calls, and leading team meetings.
- Experience reviewing proposals, managing projects, and delegating work.
- Familiarity with payroll coordination, invoicing, expense tracking, and basic financial reporting.
- Strong attention to detail, discretion, and sound judgment.
- A dependable, resourceful person who takes initiative and brings solutions.
- Comfort using or learning ClickUp, Google Workspace, GoHighLevel, Stripe, and Wise.
- Reliable internet, a suitable computer, and a quiet workspace.
- Availability Monday--Friday from 7:00 AM to 5:00 PM Los Angeles time, following Pacific daylight saving changes. This requires evening and overnight availability in South Africa.
Experience working with a marketing agency, creative team, or U.S.-based business is a plus.
Room for Growth
As the company grows, there is an opportunity to take on greater leadership responsibility and expand your role. We're looking for someone interested in building a long-term working relationship and growing with Roll The Media.
To Apply
Please send your CV and a short introduction outlining your management experience, the teams you've supported, and your experience with proposals, payroll, and client communication. Include your expected compensation and currency, your start-date availability, and confirmation that you can work the required schedule.
Pay: From R18 200,00 per month
Work Location: Remote
