Personal Assistant

Summary:

Create capacity for the Operations Executive by taking ownership of administrative, coordination, and follow-up responsibilities. 

Act as an extension of the Operations Executive, understanding how he works, thinks, and communicates, and assist accordingly. Serve as a central coordination point between OE and the business, ensuring alignment, execution, and that nothing is missed, delayed, or forgotten. 

We are looking for a proactive, organised professional who can support the OE with administration, operational coordination and follow-through across departments.

Reports to: Operations Executive

Location: Cape Town (Northern suburbs)

Schedule: Monday - Fridays, (In-Office)

Responsibilities

Communication & Administration

• Manage calendars, appointments, emails and correspondence.
• Prepare reports, presentations, meeting notes and internal communications.
• Maintain organised records, documentation and administrative systems.
• Coordinate communication with employees, suppliers and stakeholders.

Projects & Process Improvement

• Assist with coordinating projects and operational improvements.
• Maintain project trackers and monitor progress against deadlines.
• Support the development and implementation of SOPs, policies and processes.
• Identify opportunities to improve administrative efficiency.

Task & Priority Management

• Manage OE's priorities, schedules and outstanding tasks.
• Monitor deadlines and ensure commitments are followed through.
• Identify urgent matters, Escalate delays or unresolved matters where necessary.

Minimum Requirements

• Previous experience as a Personal Assistant, Executive Assistant, Operations Administrator or similar.
• Proficiency in Microsoft Office 365 (Outlook, Word, Excel and Teams).
• Strong administrative, organisational and task management skills.
• Excellent written and verbal communication skills in English and Afrikaans.
• Ability to work full-time from the office.

Advantageous:

• Experience supporting senior management or executives.
• Exposure to operations, logistics, sales or multi-departmental businesses.
• Experience with project coordination, reporting or task management systems.
• Exposure to basic HR administration, employee records and onboarding.
• Experience with basic finance administration, invoicing or expense tracking.
• Familiarity with AI tools and automation.

Competencies

• Professional, confident and mature.
• Proactive, organised and detail-orientated.
• Strong communication and interpersonal skills.
• Able to prioritise, take initiative and work independently.
• Accountable, resourceful and solution-orientated.
• Confident following up with managers and stakeholders.
• Discreet, adaptable and comfortable managing changing priorities.

Our Ideal Candidate Will

• Anticipate needs and take initiative without constant instruction.
• Turn discussions and instructions into clear actions.
• Take ownership of tasks and ensure commitments are followed through.
• Know when to resolve matters independently and when to escalate.
• Bring structure, consistency and reliability to daily operations.