About the position
My client based in Cape Town is currently looking for a Personal Assistant to join their team on a contract basis.
IT / FINANCE
Qualifications & Experience
- Matriculation certificate or equivalent; tertiary qualification in Office Administration, Business Administration, or a related field preferred
- Minimum 3-5 years' experience as a Personal Assistant, Executive Assistant, or Office Administrator supporting senior management
- Proven experience in diary and email management, meeting coordination, and travel arrangements
- Experience in HR administration, onboarding processes, and liaising with internal stakeholders
- Demonstrated ability to manage office facilities, budgets, and supplier relationships
- Proficiency in MS Office Suite (Outlook, Word, Excel, PowerPoint) and video-conferencing platforms
- Prior exposure to event planning and office moves is advantageous
- Strong organizational, multitasking, and time-management skills
Responsibilities
- Receive, plan, and prioritise meeting requests
- Schedule and coordinate meetings, including catering, venue, and visitor parking arrangements
- Organize video conferences and prepare meeting packs
- Reschedule and reprioritize meetings proactively based on changing circumstances
- Plan and manage standard management meetings (monthly, quarterly, annual)
- Follow up on outstanding matters to ensure timely completion
- Manage and respond to emails efficiently
- Identify urgent emails for senior management attention
- Respond on behalf of the senior manager when appropriate
- Receive and process travel requests for all staff
- Book flights, accommodation, and car hire, ensuring adherence to approved budgets
- Make international travel arrangements where required
- Confirm travel arrangements and follow up to ensure timely completion
- Assist with check-ins, seating preferences, and boarding passes as needed
- Coordinate internal processes for onboarding, including ID creation, laptop/software allocation, and office access
- Manage position codes and email setups for new employees
- Maintain employee lists, organizational charts, and communication regarding birthdays, service recognition, and other HR-related matters
- Liaise with HR to ensure SLA compliance
- Manage incoming calls and relayed messages
- Maintain asset registers and office supplies
- Coordinate guest parking, reception, and office facilities management (printers, air conditioning, cleanliness)
- Consolidate invoices, obtain approvals, and manage cell phone claims
- Office Moves: Liaise with stakeholders, compile requirements, and support logistics
- Events Management: Plan, coordinate, and manage events within budget, liaising with internal and external parties
- Provide PA and administrative support for ad-hoc initiatives
Competency
- Building and maintaining professional relationships
- Strong service orientation and collaboration skills
- Excellent verbal and written communication
- Problem solving and sound judgment
- Proactive initiation of action when required
- Planning, organization, and follow-up on tasks
- High attention to detail and accuracy
- Adaptability to changing priorities and environments
- Resilience under pressure and stress tolerance
- Learning agility and commitment to continuous development
- Integrity and professionalism
If you are ready for the next exciting step in your career, and would like to apply, please send us your updated CV to review.
Desired Skills:
- Diary management
- Meeting management
- E-mail management
- HR Administration
- Relationship Management
- work management
