Personal Assistant

InvisionHR; Cape Town; On-site; ZAR 180,000 - 240,000; Full time

Job summary

InvisionHR is seeking a proactive Operations Assistant to support the Operations Executive with administrative, coordination and follow-through tasks from our Cape Town office. The role acts as a central coordination point between the OE and the business, ensuring alignment, timely execution and that nothing is missed.

The ideal candidate will be organised, proactive and capable of handling responsibilities across departments, reporting to the OE and working in-office Monday to Friday.

Qualifications

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

Responsibilities

• Manage OE's calendars, appointments, emails and correspondence.
• Prepare reports, meeting notes and internal communications.
• Maintain records and administrative systems.
• Coordinate communication with employees, suppliers and stakeholders.
• Assist with project coordination and SOP development.
• Monitor deadlines and ensure tasks are followed through.

Tools

Microsoft Office 365

Job description

Summary

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

Actas an extension ofthe Operations Executive,understanding how he works, thinks, and communicates, andassistaccordingly.Serve as acentral coordination pointbetweenOEand 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 escape.
• Bring structure, consistency and reliability to daily operations.