Personal Assistant

GG Financial Recruitment; Cape Town; On-site; ZAR 50 000 - 200 000; Full time

Job summary

A reputable company in Cape Town seeks a dynamic Personnel Assistant to support a senior director with business and personal matters. The candidate should possess strong communication and organizational skills, along with a proactive approach. Key tasks include managing the director's diary, arranging travel and office supplies, and ensuring efficient office operations. A friendly and reliable character is essential in this fast-paced environment.

Qualifications

• Professional, reliable, trustworthy with attention to detail.
• Proactive and approachable.

Responsibilities

• Assist the senior director with business, personal, and family matters.
• Manage diary for appointments.
• Reconcile Standard Bank Corporate card.

Skills

Written & verbal communication

Organisational planning

Efficient time management

Computer literate (Word, Excel, Zoom/Teams)

Job description

SUMMARY

A Successful Dynamic Import and export company based in Cape Town CBD is looking for an energetic Personnel Assistant for one of their senior directors. Stable and growing company environment

OVERVIEW

To assist the senior director with any business, personal, and family matters and to help run the day‑to‑day office.

ATTRIBUTES

Professional, reliable, trustworthy, attention to detail, proactive, approachable

SKILLS

Written & verbal communication, organisational planning, efficient time management, computer literate (Word, Excel, Zoom/Teams)

GENERAL RESPONSIBILITIES, BUT NOT LIMITED TO

• Prepare Director’s office – blinds, water, coffee machine
• Call screening – answering calls
• Ensure printer paper is always stocked
• Diary management for appointments
• Organise lunch for the Director & visitors when required
• Tea/coffee for Boardroom guests
• Run Medical Aid – submit claims, queries etc
• Book all doctors’ / dentists’ appointments
• Update car warranty policies
• Type ad‑hoc business letters
• Reconcile all Amex & Mastercard transactions
• Arrange invoices & payments of overseas newspapers
• Co‑ordinate with Mazars on tax forms & donations
• Arrange donations and payments
• Upgrade mobile phones
• Arrange payment of household staff
• Assist the Director’s wife with any problems/issues
• Keep records & payment of fines
• Keep records & payment of expired licence discs
• Maintain diary record of DRC visa expiry for the family
• DHL pick‑up/collections
• Resolve general queries
• Reconcile Standard Bank Corporate card and pass to creditors for payment

TRAVEL

• Book flights, hotels, Avios flights, upgrades, and overseas train tickets
• Arrange car hire when required
• Create itineraries with all tickets & hotel bookings attached
• Organise visas for overseas visits
• Organise a visa for DRC
• Arrange airport transfers & payments
• Inform Amex & Mastercard of pending travel for the Director and his wife
• Invite to Bidvest – arrange foreign exchange & appointments for dropping off
• Run Bidvest International transactions as well as Amex, and update schedule

ORDERS

• Order all stationery and ensure nothing runs out
• Order toners & cartridges
• Order all coffee/tea for the Director
• Order lunch for the office
• Order flowers for the office
• Order tea/coffee/sugar, etc for the kitchen
• Re‑order/re‑place plates, mugs & other kitchen items

STAFF / OFFICE

• Arrange staff Xmas lunch & any other functions
• Handle all queries relating to office equipment
• Order new computer‑related items
• Keep records of all leave/sick leave
• Compile monthly overtime of employees
• Arrange staff motivation gifts
• Report air‑con problems to building managers
• Report all other issues to building management
• For new staff – arrange new tags & new employment forms, stationery, and general office equipment
• Birthday gift cards