Key Facts

Remote From:

Part time

English

Hard Skills

Taking Meeting Minutes Calendar Management Digital File Management Guest Relations Supplier Management Organizational Structure Stakeholder Communications

Other Skills

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Microsoft Excel
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Microsoft Word
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Microsoft Outlook
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Client Confidentiality
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Professionalism
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Communication
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Time Management
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Proactivity
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Detail Oriented

Roles & Responsibilities

Fluent in English and Afrikaans (written and verbal)
Based in Cape Town or surrounding area for occasional face-to-face meetings
Proven track record in a personal assistant, virtual assistant, or administrative support role
Exceptional ability to manage complex diaries and stay updated with task-tracking software

Requirements:

Proactively manage the Director’s calendar, scheduling appointments, and ensuring all commitments are synchronised and prioritised
Act as the primary point of contact for external contractors, following up on work progress, requesting documentation, and completing supplier applications
Maintain and update project progress lists to ensure deadlines are monitored and milestones are met
Transcribe voice notes into actionable text and accurately record minutes during online meetings to ensure all decisions and action items are captured

Job description

A multi-entity organisation is seeking a highly organised Personal Assistant to provide dedicated support to the Director, for 15 hours a month. This role is designed for a detail-oriented professional who excels at managing diverse administrative tasks and ensuring operational workflows remain seamless. While the role is primarily remote, it requires a candidate based in or near Cape Town for occasional in-person meet-ups. Operating as a central point of coordination, the successful candidate will handle everything from diary management and contractor liaison to guest relations and project tracking.

Key Responsibilities

Proactively manage the Director’s calendar, scheduling appointments, and ensuring all commitments are synchronised and prioritised.
Act as the primary point of contact for external contractors, following up on work progress, requesting documentation, and completing supplier applications.
Maintain and update project progress lists to ensure deadlines are monitored and milestones are met.
Transcribe voice notes into actionable text and accurately record minutes during online meetings to ensure all decisions and action items are captured.
Manage booking schedules, including communicating with guests and coordinating cleaning services for properties or venues.
Handle client enquiries with professionalism, specifically addressing questions regarding invoices and account statements.
Oversee the filing and capturing of essential documentation, ensuring all digital records are organised and easily accessible.

Requirements

Must be fully fluent in both English and Afrikaans (written and verbal) to communicate effectively with a range of stakeholders and contractors.
Based in Cape Town or the surrounding area to facilitate occasional face-to-face meetings.
Proven track record in a personal assistant, virtual assistant, or administrative support role.
Exceptional ability to manage complex diaries and stay updated with task-tracking software.
Experience in following up with contractors and service providers to ensure project completion.
A high degree of discretion and the ability to work independently with minimal supervision.