Personal Assistant

Talent Candey; South Africa; On-site; ZAR 180,000 - 240,000; Full time

Job summary

Talent Candey client is seeking a highly organized Personal Assistant to support a Portfolio Manager in Sibaya, KwaZulu-Natal. The role requires managing diaries, meetings, and documents with strong attention to detail in a fast-paced environment.

The candidate should have at least 3 years of senior administrative experience, be proficient in Microsoft Excel and Office, and comfortable using AI tools to boost productivity. A valid driver’s license and reliable vehicle are preferred.

Qualifications

• Relevant qualification in Business Administration, Office Administration, Executive Assistance, Management, or related field.
• Minimum 3 years' relevant experience as a Personal Assistant, Executive Assistant, Office Manager or similar senior admin role.
• Proven experience managing busy diaries, meetings, appointments, and schedules.
• Experience preparing reports, presentations, spreadsheets, correspondence, and other business documents.
• Experience taking accurate meeting minutes and following up on action items.
• Strong experience managing multiple priorities and deadlines simultaneously.
• Experience handling confidential and sensitive information.
• Experience using AI tools such as ChatGPT or similar platforms within a professional environment will be highly advantageous.

Responsibilities

• Provide high-level administrative and personal support to the Portfolio Manager.
• Manage diaries, meetings, appointments, and schedules.
• Coordinate meetings and ensure all relevant information and documentation are prepared beforehand.
• Prepare agendas, presentations, reports, and correspondence.
• Take accurate meeting minutes and distribute and follow up on action items.
• Manage and prioritize the Portfolio Manager's daily task and to-do lists.
• Proactively follow up on outstanding tasks and ensure deadlines are met.
• Coordinate communication between internal teams, stakeholders, and external service providers.
• Maintain highly organized electronic and physical filing systems.
• Prepare and maintain spreadsheets, schedules, reports, and administrative records.
• Track important deadlines, renewals, meetings, appointments, and commitments.
• Assist with projects and special assignments as required.
• Ensure administrative tasks are completed accurately and timeously.
• Handle confidential information with professionalism and discretion.
• Utilize Excel to manage, analyze, and present information; prepare dashboards.
• Use AI and other platforms to improve productivity.

Skills

Diary management

Scheduling

Prioritization

Confidentiality

AI tools experience

Executive support

Office software

Education

Relevant qualification in Business Administration/Office Administration/Executive Assistance

Tools

Microsoft Excel

Microsoft Office

AI tools (ChatGPT)

Job description

Our reputable client is seeking a highly organized, energetic, and proactive Personal Assistant to the Portfolio Manager to provide high-level administrative and personal support within a fast-paced and demanding environment.

The successful candidate will play an important role in ensuring the Portfolio Manager's day-to-day activities, priorities, meetings, deadlines, and administrative responsibilities are effectively coordinated and managed.

This position requires a confident self-starter and go-getter who takes ownership, anticipates requirements, and resolves problems proactively rather than waiting for instruction. The ideal candidate will be highly efficient, technologically savvy, and capable of managing multiple competing priorities while maintaining exceptional attention to detail.

Minimum Requirements

Qualifications

• Relevant qualification in Business Administration, Office Administration, Executive Assistance, Management, or a related field.

Experience

• Minimum 3 years' relevant experience as a Personal Assistant, Executive Assistant, Office Manager or in a similar senior administrative support role.
• Proven experience managing busy diaries, meetings, appointments, and schedules.
• Experience preparing reports, presentations, spreadsheets, correspondence, and other business documentation.
• Experience taking accurate meeting minutes and following up on action items.
• Strong experience managing multiple priorities and deadlines simultaneously.
• Experience handling confidential and sensitive information.
• Experience using AI tools such as ChatGPT or similar platforms within a professional environment will be highly advantageous.

Technical Skills

• Advanced Microsoft Excel skills are essential, including:
• o Formulas and functions
• o Pivot tables
• o Sorting and filtering
• o Data management
• o Reports and dashboards
• o Data analysis and presentation
• Strong computer literacy.
• Excellent working knowledge of Microsoft Office.
• Comfortable using technology and AI tools to improve efficiency, conduct research, prepare documents, analyze information, and streamline administrative processes.

Additional Requirements

• Valid driver's license.
• Own reliable vehicle is essential.
• Must be based in or within a reasonable commuting distance of Sibaya, KwaZulu-Natal.
• Excellent written and verbal communication skills.
• Professional, polished, and well-spoken.
• Ability to work effectively under pressure and adapt quickly when priorities change.

Key Responsibilities

Executive & Personal Assistance

• Provide high-level administrative and personal support to the Portfolio Manager.
• Manage diaries, meetings, appointments, and schedules.
• Coordinate meetings and ensure all relevant information and documentation are prepared beforehand.
• Prepare agendas, presentations, reports, and correspondence.
• Take accurate meeting minutes and distribute and follow up on action items.
• Manage and prioritize the Portfolio Manager's daily task and to-do lists.
• Proactively follow up on outstanding tasks and ensure deadlines are met.
• Coordinate communication between internal teams, stakeholders, and external service providers.

Organization & Administration

• Maintain highly organized electronic and physical filing systems.
• Prepare and maintain spreadsheets, schedules, reports, and administrative records.
• Track important deadlines, renewals, meetings, appointments, and commitments.
• Assist with projects and special assignments as required.
• Ensure administrative tasks are completed accurately and timeously.
• Handle confidential information with a high degree of professionalism and discretion.

Technology & Efficiency

• Utilize Microsoft Excel to manage, analyze, and present information effectively.
• Prepare reports and dashboards where required.
• Use AI and other technology platforms to improve productivity and administrative efficiency.
• Identify opportunities to streamline processes and improve ways of working.
• Conduct research and compile information to support the Portfolio Manager when required.

Key Competencies & Personal Attributes

• Extremely organised and detail oriented.
• Energetic, driven, and enthusiastic.
• A natural go-getter with a strong sense of ownership.
• Proactive rather than reactive.
• Highly efficient with an excellent sense of urgency.
• Able to work independently without requiring constant direction.
• Excellent at prioritising competing responsibilities and deadlines.
• Calm and effective under pressure.
• Creative and solutions-focused with the ability to think outside the box.
• Confident, professional, and articulate.
• Diplomatic and respectful while remaining appropriately assertive.
• Discreet and trustworthy when dealing with confidential matters.
• Comfortable operating in a demanding environment where priorities may change quickly.

Ideal Candidate

We are looking for someone with energy, initiative, and drive.

This role will suit an individual who sees what needs to be done and acts without waiting to be asked. The successful candidate must be able to assess a busy workload, determine priorities, create structure, and ensure that tasks are completed.

If you are organised, switched-on, technologically savvy, proactive and thrive in a fast-paced environment, we would like to hear from you.

Please take note: Only candidates who meet the minimum requirements will be considered.