Overview
We are hiring a highly organized and proactive Personal Assistant to support four directors in a fast-paced and dynamic environment. This temporary role is based in Cape Town and offers an exciting opportunity to work closely with senior executives, ensuring their schedules and activities run smoothly. The ideal candidate will possess exceptional organizational skills, attention to detail, and the ability to handle confidential information with discretion.
Responsibilities
As the Personal Assistant to the Directors, your key responsibilities will include:
Diary Management: Efficiently manage complex calendars, schedule meetings (local and international), and resolve scheduling conflicts promptly.
Travel Arrangements: Organize comprehensive travel itineraries, including flights, accommodations, transportation, and visas, while handling last-minute changes.
Meeting Coordination: Book meeting rooms, arrange catering, prepare materials, and occasionally take minutes and follow up on action items.
Facilities Management: Oversee office facilities, coordinate with vendors, and ensure a smooth working environment.
Special Projects: Assist with ad-hoc tasks, research, and event planning as assigned by the directors.
Communication: Act as the first point of contact for the directors, screen calls, and handle sensitive information with confidentiality.
Document Management: Prepare, edit, and format documents, presentations, and reports, ensuring systematic organization.
Event Planning: Support the planning and execution of company events, conferences, and team-building activities.
Relationship Management: Build and maintain positive relationships with internal and external stakeholders to ensure effective collaboration.
Qualifications
To excel in this role, you should possess the following qualifications and skills:
Proven experience in an administrative or personal assistant role, preferably supporting multiple senior executives.
Exceptional organizational skills with a strong attention to detail.
Excellent communication abilities, both written and verbal.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Ability to multitask effectively in a fast-paced environment.
Strong problem-solving skills and the ability to anticipate needs.
Professional demeanor and a proactive approach to work.
Experience supporting international executives and managing their schedules, particularly in the UK.
Ability to handle confidential information with integrity and discretion.
Flexibility and adaptability to changing priorities and demands.
Day-to-Day
A typical day in this role may include:
Coordinating and updating the directors’ calendars to ensure seamless scheduling.
Preparing travel itineraries and ensuring all travel-related documents are in order.
Organizing and attending meetings, taking minutes, and following up on action items.
Managing office facilities and liaising with vendors for supplies and maintenance.
Drafting and formatting documents, presentations, and reports.
Acting as a liaison between the directors and internal/external stakeholders.
Assisting with the planning and execution of company events and special projects.
If you are a self-starter with a passion for delivering excellence and thrive in a fast-paced environment, we encourage you to apply for this exciting opportunity.