Overview

• We are looking for a Personal Assistant to support the Group Managing Director of a rapidly growing international business and his busy family. This role demands a highly organized individual with exceptional attention to detail, strong problem-solving skills, and the ability to “roll up sleeves and get stuck in” meaning it’s not just a desk job. The ideal candidate must be able to multitask and balance both personal and professional responsibilities and mini projects.

Key Responsibilities

• Calendar & Schedule Management (Medium Priority)
• Manage the MD’s daily, weekly, and monthly calendar.
• Schedule, reschedule, and cancel meetings as needed.
• Send meeting reminders and confirmations.
• Coordinate complex scheduling with multiple parties.
• Block time for focused work, preparation, and personal commitments.
• Consider time zones for international meetings.
• Administrative & Communication Management (Medium Priority)
• Draft correspondence and emails on behalf of the MD.
• Filter phone calls and take messages.
• Send thank you notes and follow-ups.
• Coordinate internal communication with team members.
• Maintain password and access information.
• Back up important documents and files.
• Renew vehicle license discs, track service dates, and schedule appointments.
• Conduct basic medical aid administration (e.g., capturing expenses, reconciling savings, liaising with providers).
• Travel Arrangements (Medium Priority)
• Research and book flights, hotels, etc.
• Create detailed travel itineraries.
• Organize visa applications and travel documents, including travel insurance.
• Prepare expense reports for business trips.
• Schedule meetings and events around travel plans.
• Manage loyalty program memberships and preferences.
• Handle travel changes and disruptions in real-time.
• Family & Household Management (High Priority)
• Provide supervision, support, mentoring, and guidance for the MD’s three daughters (ages 21 and 17-year-old twins), especially when he travels.
• Occasionally transport daughters to and from school, activities, social visits, and appointments when the driver is unavailable.
• Stay overnight at the MD’s home to provide additional adult supervision while he is traveling.
• Manage the collection and renewal of doctors’ scripts for family medication.
• Fulfill medication needs based on doctors’ scripts.
• Make personal appointments (medical, dental, etc.) for family members.
• Coordinate household services (cleaning, repairs, etc.).
• Assist with purchasing gifts for family, friends, and business contacts.
• Arrange family travel and activities.
• Manage personal subscriptions and memberships.
• Oversee household tasks, schedules, and housekeeping duties in conjunction with household staff.
• Monitor the household schedule and ensure all tasks are completed as necessary.
• Personal Support & Errands (High Priority)
• Run general errands (e.g., picking up and delivering packages and documents).
• Ensure regular maintenance of vehicles by having them cleaned and serviced.
• Take bicycles and other equipment for cleaning, maintenance, servicing, and repairs.
• Perform online and in-store shopping, including grocery shopping and maintaining a well-stocked pantry.
• Collaborate with house staff to maintain supplies, groceries, and essentials.
• Buy and sell personal items on social media platforms.
• Assist with personal shopping, specialty item sourcing, and additional errands.
• Update social media profiles and content as needed.
• Meeting & Event Support (Low Priority)
• Set up conference rooms and virtual meeting technology.
• Arrange catering for in-person meetings.
• Coordinate with external participants.
• Research and book venues for events.
• Coordinate with vendors and service providers.
• Send invitations and track RSVPs.
• Manage event logistics and schedules.
• Organize family events.
• Office & Financial Administration (Medium Priority)
• Manage office supplies and equipment.
• Organize and maintain filing systems (physical and digital).
• Handle incoming and outgoing courier deliveries.
• Process invoices and payments.
• Track business expenses and prepare reports/reconciliations.
• Capture and reconcile credit card expense slips and organize receipts.
• Maintain receipt organization.
• Coordinate with accounting/finance departments.
• Manage petty cash and reimbursements.
• Track subscription and recurring payments.
• Manage cloud storage organization.
• Mini Project & Business Support (Medium Priority)
• Track mini project deadlines and milestones.
• Prepare status reports and updates.
• Coordinate with team members.
• Organize mini project documentation.
• Conduct research for mini projects.
• Create and maintain mini project timelines.
• Facilitate communication between stakeholders/service providers.
• Assist with client gift selection.
• Coordinate client visits and hospitality.
• Track client preferences and special requirements.
• Assist with presentation creation.
• Provide technical support for devices.
• Research and recommend productivity tools.

Qualifications & Requirements

Essential Requirements

• Minimum of 3 years of proven executive-level experience as a Personal Assistant.
• Driver’s License (non-negotiable), with at least 3 years of capable and confident driving, including a clean driving record.
• Matric Certificate (Bachelor’s degree/diploma or equivalent tertiary education is advantageous).
• Fluent in English (first language).

Technical Skills

• Strong IT proficiency in Word, Excel, Outlook, MS Teams, Google, etc. (this will be checked).
• Experience with accounting software, project management tools, and ChatGPT would be advantageous.
• Proficiency with various office software and digital tools.

Personal Attributes

• Positive, can-do attitude.
• Supportive and serving nature.
• Exceptionally strong attention to detail.
• Exceptional organizational and time management skills.
• Strong written and verbal communication abilities.
• Discretion and confidentiality.
• Problem-solving mindset.
• Ability to work independently and take initiative.
• Strong and diligent work ethic.
• Flexibility with working hours.
• Ability to adapt to changing priorities and manage multiple tasks efficiently.