Part -time Personal & Operations Assistant

RecruitMyMom; Cape Town; Hybrid; ZAR 50 000 - 200 000; Part time

Job summary

A fast-growing operations firm in Cape Town seeks a proactive Hybrid PA / Operations Assistant. This independent contractor role focuses on providing operational support and assisting the founder with various tasks. Candidates must have a degree and demonstrate strong communication, decision-making, and organizational skills. The position requires maintaining documentation, scheduling meetings, and coordinating with stakeholders, making it ideal for self-starters who thrive in fast-paced environments.

Qualifications

• Ability to convert short instructions into structured execution.
• Must work independently without reminders.
• Organised and consistent in tasks.

Responsibilities

• Maintain and structure the Sedna data room.
• Coordinate with investors and legal teams.
• Schedule and prepare meetings.

Skills

Fast thinker

Strong communication

High accuracy

Proactive decision-making

Comfortable with fast-paced environments

Education

Degree in business, finance, operations, engineering, or communications

Tools

Google Workspace

Dropbox

QuickBooks

Excel/Sheets

AI tools (ChatGPT)

Job description

Hybrid PA / Operations Assistant

A fast‑growing plastic‑to‑energy platform with operations across South Africa and international partners in China, Hong Kong, the U.K. and the U.S. is looking for a sharp, proactive Hybrid PA / Operations Assistant.

This is NOT a traditional PA role. This is for someone who can support an active founder, keep operational threads tight, and move fast across multiple responsibilities without hand‑holding.

You’ll support both the personal admin layer and the company's operational engine (data room, investor follow‑ups, supplier coordination, documentation flow, and meeting organisation).

You must be someone who gets things done quickly, accurately, and independently.

This position is 2‑3 hours per day, independent contracting role.

Key Responsibilities

1. Operational Support (~70%)
   • Maintain and structure the Sedna data room (investor docs, agreements, engineering files, EIAs, corporate records).
   • Coordinate with investors, legal teams, engineers, and partners: follow up on outstanding items, circulate documents, ensure deadlines are met.
   • Schedule and prepare meetings (internal team, investors, suppliers). Keep minutes/action items and drive follow‑through until tasks are closed.
   • Assist with basic bookkeeping tasks: capturing invoices, expense summaries, reconciling items in QuickBooks.
   • Organise information across Google Workspace, Dropbox, and blockchain dashboards.
2. Executive/Founder Support (~30%)
   • Manage calendar and meeting logistics.
   • Assist with travel planning, itineraries, and bookings.
   • Keep communication channels tidy and prioritised.
   • Conduct light research and summarise information using AI tools when required.
   • Handle straightforward administrative tasks accurately and fast.
   • (Note: Household pickups/deliveries are handled separately — this role is NOT for low‑level errands.)

What You Must Bring

• Non‑negotiables
  • Fast thinker — can take a short instruction and convert it into structured execution.
  • Zero spoon‑feeding — you must work independently and close loops without reminders.
  • Strong communication — clear, concise, and proactive.
  • High accuracy — organised, consistent, detailed.
  • Proactive decision‑making — you must be comfortable pulling the trigger on solutions.
  • Comfort with fast‑paced environments — Sedna is scaling; you cannot freeze under pressure.
  • Degree‑qualified (preferably in business, finance, operations, engineering, communications, or similar).
• Technical skills
  • Strong with Google Workspace, Dropbox, and document systems.
  • Comfortable with QuickBooks or able to learn quickly.
  • Highly comfortable using AI tools (ChatGPT etc.) to speed up work.
  • Solid Excel/Sheets ability.
  • Strong digital literacy overall.
• Personal traits
  • Reliable, responsive, and accessible during working hours.
  • Solutions‑driven, not excuse‑driven.
  • Assertive, practical, and unafraid of responsibility.
  • Likes structure and order; hates loose ends.
  • Mature communication and judgment.

Who This Role Is NOT For

• People who need step‑by‑step instructions.
• Slow thinkers or over‑talkers.
• Anyone who loses track of tasks or needs reminders.
• People scared to make decisions.
• Corporate types who need committees or process maps.
• People who get flustered easily.