Personal Assistant and Office Manager

Rory Mackie & Associates; Cape Town; On-site; ZAR 200,000 - 300,000; Full time

Job summary

A local executive support firm in Cape Town is seeking a dependable Personal Assistant & Office Manager to support an executive across personal life and business ventures. The role requires exceptional organisational skills, emotional intelligence, and the ability to manage confidential information. The ideal candidate will thrive in a fast-paced environment and has proven experience in supporting high-profile individuals. This position requires full-time, in-office availability.

Qualifications

• Proven experience in an executive assistant or office management role supporting high-profile individuals.
• Comfortable working with minimal supervision and responding flexibly to ad hoc needs.
• Valid driver’s license and reliable transport.

Responsibilities

• Invoice tenants and manage utility bills.
• Prepare and diarise VAT calculations and payments.
• Attend to IT queries and credit card processes.

Skills

Exceptional organisational and multitasking abilities

Strong communication and interpersonal skills

High level of emotional intelligence and empathy

Ability to maintain strict confidentiality

Proactive & anticipating needs

Tools

Microsoft Office Suite

Google Workspace

Canva

Job description

Overview

We are seeking a highly dependable, discreet, and intuitive Personal Assistant & Office Manager to support an executive across his personal life and multiple business ventures. This role requires someone who thrives in a fast paced, ever evolving environment and can balance high level executive tasks with day-to-day personal errands. The successful candidate must be organised, emotionally intelligent, resourceful, and deeply trustworthy. They will be playing a pivotal role in the executive’s business productivity and personal peace of mind.

Key responsibilities

Personal and Family Support:

• Invoice tenants, manage utility bills, payments, etc.
• Maintain and file all personal invoices and documents (hard and soft copies)
• Ensure all personal renewals are diarised and up to date (passports, licenses, etc.)
• Submit and manage insurance claims to completion
• Organise appointments: personal, medical, wellness, therapy, etc.
• Save monthly bank statements, medical aid correspondence, etc.
• Perform ad hoc errands such as gift shopping, deliveries, and printing/framing
• Attend to and support his wife with tasks or needs, ensuring she feels prioritised
• Arrange travel (local & international)

Business Support Across Ventures:

• Prepare and diarise VAT calculations and payments
• Submit monthly income invoices and manage document archiving
• Ad hoc tasks
• Book team travel (flights, accommodation) and handle team logistics
• Meeting room bookings, arrange for lunches when needed for the meetings etc.
• Attend to IT queries, credit card processes, and stationery requirements
• Create/update team email footers
• Work closely with team members for ad hoc tasks
• Assist with event planning and execution
• Diary management for team meetings, birthdays, and travel
• Arrange birthday gifts and special occasions
• Ad hoc office and team support duties

Required Skills & Experience

• Proven experience in an executive assistant or office management role, ideally supporting C-suite or high-profile individuals
• Exceptional organisational and multitasking abilities
• Ability to maintain strict confidentiality and discretion at all times
• Strong communication and interpersonal skills
• High level of emotional intelligence and empathy
• Comfortable working with minimal supervision and responding flexibly to ad hoc needs
• Proficient in Microsoft Office Suite, Google Workspace, and other admin tools
• Valid driver’s license and reliable transport
• Experience with basic finance administration (invoicing, VAT, statements) is a strong advantage
• Proactive & anticipating needs

Specific Knowledge

• Microsoft Suite (Excel, Word, PPT etc.)
• Outlook
• Canva

General

• This is a full-time in-office role, requiring availability both during and occasionally outside of regular office hours.
• Based in Cape Town, with regular in-person duties and errands.
• This role suits someone loyal, committed, proactive, and who understands the importance of making life smoother for a visionary entrepreneur.
• A service-oriented attitude and "no task too small" mindset are essential.
• Discretion, reliability, and long-term commitment will be valued above all else.
• Trustworthy and reliable with the ability to manage confidential information in a discrete and sensitive manner.
• Excellent communication, customer service and interpersonal skills.
• Ability to assess and improve processes.