Virtual Personal Assistant

The Legends Agency; Cape Town; On-site; ZAR 50,000 - 200,000; Full time

Job summary

A dynamic agency seeks an astute Virtual Personal Assistant to support the Managing Director remotely. The role entails managing schedules, administrative tasks, and stakeholder communications, while ensuring smooth operations from a home office in the Western Cape. Ideal candidates must possess at least 5 years of relevant experience and exhibit strong organizational skills. Flexibility for occasional office meetings is required, along with the ability to adapt in a fast-paced environment.

Qualifications

• Minimum 5 years of experience supporting a senior executive.
• Experience as a Virtual Assistant or Personal Assistant for a UK company.
• Fully proficient in Microsoft Office and CRM systems.

Responsibilities

• Manage the Managing Director's diary and coordinate meetings.
• Assist in creating business documents and handle travel bookings.
• Serve as the primary point of contact with stakeholders.

Skills

Problem-solving

Communication skills

Time management

Organizational skills

Adaptability

Education

Diploma or Degree in Business Administration

Tools

Microsoft Office Suite

Pipedrive

Xero

Job description

About the job Virtual Personal Assistant

Job Title: Virtual Personal Assistant

Location: Western Cape (Remote role with occasional office visits required)

Reports to: Managing Director

Salary Range: R19,800 - R26,400 per month (dependent on experience and qualifications)

Working Hours: Monday to Friday (UK Working Hours)

Winter: 10:00 AM 7:00 PM (SAST)

Summer: 9:00 AM 6:00 PM (SAST)

Note: Occasional after-hours work may be required.

About the Company

Our client is dedicated to empowering businesses by providing personalized and innovative financial solutions. They specialize in tailoring funding options that give businesses quick access to capital with full transparency and control. By blending smart technology with human creativity, they offer financial solutions beyond traditional institutions. Their expert team is committed to helping businesses grow and succeed.

Position Overview

We are seeking a highly organized and proactive Virtual Personal Assistant (VPA) to support the Managing Director. The ideal candidate will be detail-oriented, professional, and thrive in a fast-paced environment. This role requires someone who can think on their feet, take initiative, and manage multiple priorities efficiently.

As a remote position, the successful candidate must have a fully functional home office with stable internet and minimal distractions. Occasional in-office attendance will be required when the Managing Director is in Cape Town, so candidates must be based in the Western Cape.

Key Responsibilities

Administrative Support

• Manage the Managing Directors' diary, schedule meetings, and coordinate appointments.
• Arrange and coordinate travel bookings, including flights, accommodation, and transfers.
• Handle general administrative duties, including document preparation, filing, and record-keeping.
• Assist in creating presentations, reports, and other business documents.
• Address basic queries and administrative requests in a professional and efficient manner.Communication & Coordination
• Serve as the primary point of contact between the Managing Director and internal/external stakeholders.
• Set up and manage virtual meetings using Google Meet and other platforms.
• Track action items and follow-ups to ensure all tasks are completed in a timely manner.

Finance & Invoicing Support

• Assist with invoicing, credit control, and debtor follow-ups when needed.
• Experience with Xero is advantageous.
• Social Media & Creative Support
• Assist with light social media management and stay informed on digital trends.
• Capture video/photo content when required for marketing campaigns.
• Have an eye for creativity and contribute ideas for content creation.

CRM Management

• Maintain and update the company's CRM system (experience with Pipedrive is highly beneficial).
• Ensure accurate documentation of client interactions, updates, and notes.

Problem-Solving & Ad Hoc Support

• Handle unexpected situations with a proactive, solution-focused mindset.
• Use initiative to resolve issues independently while keeping the Managing Director informed.

Education:

• Diploma or Degree in Business Administration or a related field.

Experience:

• Minimum 5 years of experience in a similar role supporting a senior executive.
• Experience working as a Virtual Assistant or Personal Assistant for a UK-based company.
• Previous experience in a remote work environment is advantageous.
• A finance industry background is beneficial.
• Fully proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Comfortable setting up and hosting virtual meetings on Google Meet.
• Experience using CRM systems (Pipedrive knowledge is an advantage).
• Ability to manage travel bookings (flights, accommodation, and other arrangements).

Key Attributes & Soft Skills

• Highly organized with a strong attention to detail.
• Excellent written and verbal communication skills.
• Quick thinker with strong problem-solving skills.
• Proactive and able to work independently with minimal supervision.
• Takes initiative and seeks solutions without needing constant direction.
• Calm under pressure and able to handle multiple priorities efficiently.
• Collaborative and professional, able to engage effectively with different teams.
• Presentable, well-spoken, and professional in demeanor.
• Physically fit and active (may occasionally be required to take outdoor content, such as capturing images of Cape Town).
• Knowledgeable about social media trends and digital marketing.
• Ambitious and motivated to grow within the company.

Additional Considerations

• Gender Preference: Female candidates only.
• Age Preference: Under 40.

Location: Must be based in the Western Cape and willing to attend office visits when required.

Work Style: Must be adaptable, responsive, and able to handle high-pressure situations.