Job Description

Duties and Responsibilities

The Personal Assistant will support the company directors by providing comprehensive administrative assistance, managing schedules, coordinating meetings, and handling day-to-day operations. This role requires excellent communication skills, confidentiality, and the ability to manage multiple tasks and projects with attention to detail. This position will coordinate with teams and manage tasks in both in-office and remote settings, utilising digital collaboration tools such as MS Office and Teams to ensure seamless workflow.

Key Responsibilities:

1. Calendar and Schedule Management

Maintain and update the directors' calendars, including scheduling and rescheduling meetings. Prioritise and manage appointments based on importance and urgency. Coordinate travel arrangements, accommodations, and itineraries for business trips. Set reminders for important tasks, meetings, and deadlines to ensure timely follow-up.

2. Communication and Correspondence

Act as the primary point of contact between the directors and internal/external parties. Screen, draft, and respond to emails, letters, and calls on behalf of the directors. Prepare reports, presentations, and correspondence for internal and external communication.

3. Meeting Coordination and Preparation

Organise and prepare materials for meetings, including agendas, presentations, and other necessary documents. Attend meetings as required, take minutes, and follow up on action items. Arrange venues, catering, and logistical support for in-person meetings.

4. Project Assistance

Support directors in executing strategic projects, including research, compiling information, and preparing documents. Track project deadlines and milestones, ensuring timely completion. Coordinate with other departments to ensure project tasks are on schedule.

5. Document Management:

Maintain a filing system for documents, records, and correspondence. Prepare, review, and edit reports, documents, and presentations as needed. Update, sort, and retrieve records as required, ensuring confidentiality of sensitive information. Review documents for accuracy and consistency before sharing with stakeholders

6. Administrative Support:

Manage the directors' expense reporting, basic bookkeeping and budget tracking. Order office supplies and handle equipment maintenance requests. Assist in organising company events, training sessions, and team meetings.

7. Data Entry and Reporting

Enter and update data accurately in spreadsheets, databases, and systems. Compile data for reports, presentations, or company records as directed. Run basic data analysis, preparing summaries for quick reference by directors.

8

. Internal Coordination

Support interdepartmental communication by coordinating information sharing between departments. Help directors prepare for meetings with background information or materials on specific projects or clients. Assist with scheduling, onboarding, or training of new staff members as requested.

9. Customer and Vendor Interaction

Act as a point of contact for clients or vendors when the directors are unavailable. Coordinate service requests with external vendors, such as IT, maintenance, or catering for directors.

10. Confidentiality and Professionalism

Handle sensitive and confidential information with the highest level of integrity. Exhibit professionalism in all interactions, ensuring the directors' time and privacy are respected.

Qualifications and Experience:

Experience:

3+ years of experience in a personal administrative assistant role, preferably supporting senior leadership.

Education:

Bachelor's degree or equivalent Diploma in project management, business administration, management, or a related field.

Computer Skills

: Candidate must be proficient in MS Office (Word, Excel, PowerPoint, Outlook) and digital collaboration tools such as Teams, SharePoint, and OneDrive.

Project/Administration skills:

highly detail-oriented with strong organisational, administrative, and multitasking abilities.

Professional competencies:

ability to coordinate tasks efficiently, handle sensitive and confidential information, maintain exceptional attention to detail, manage time effectively and oversee the coordination of various tasks.

Skills:

Proficient in MS Office (Word, Excel, PowerPoint, Outlook) and digital collaboration tools such as Teams, SharePoint, and OneDrive. Must have high accuracy and a working knowledge of AI-based tools to enhance administrative productivity and streamline daily tasks. Must have previous and strong project coordinating skills. Strong verbal and written communication skills, including virtual meeting etiquette. Detail-oriented, with excellent organisational and multitasking abilities. Comfortable with digital workflows, remote file management, and online task coordination. Discretion, attention to detail, and time management skills is essential.
Job Types: Full-time, Permanent

Work Location: Hybrid remote in Northern Suburbs, Western Cape