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.
- Microsoft Office Suite (Word, Excel, Outlook)
Benefits
Enjoy the benefits of remote work with the added value of occasional in-person collaboration in Cape Town