Temp Personal Assistant to Group Leader

Cape Town | South Africa | Fixed-Term Contract | Maternity Cover

About the Role

An exciting opportunity exists for a highly organised, proactive, and professional Personal Assistant to provide comprehensive administrative and personal support to a Group Leader within SAOTA.

This role is ideal for someone who thrives in a fast-paced environment, enjoys managing multiple priorities, and takes pride in delivering exceptional support with discretion, accuracy, and attention to detail.

As the trusted right-hand support to the Group Leader, you will play a critical role in ensuring the smooth coordination of business and personal commitments while maintaining the highest standards of professionalism and confidentiality.

Key Responsibilities

Executive & Diary Management

• Manage and coordinate the Group Leader's complex diary, appointments, meetings, conferences, and travel schedules.
• Conduct daily diary review meetings to discuss upcoming engagements and priorities.
• Ensure the Group Leader remains informed and prepared for all commitments.
• Coordinate schedules with family members where required.

Travel & Accommodation Coordination

• Arrange and oversee all local and international travel.
• Manage accommodation bookings, itineraries, reservations, and related logistics.

Communication & Correspondence

• Act as the primary point of contact for incoming calls, emails, and correspondence.
• Screen, prioritise, and direct enquiries appropriately.
• Welcome and liaise with guests, clients, suppliers, and stakeholders.

Administration & Documentation

• Prepare reports, presentations, meeting notes, correspondence, and other documentation.
• Take accurate meeting minutes and maintain records where required.
• Collate, organise, and file expenses and supporting documentation.
• Maintain efficient filing, database, and record-management systems.

Proposal & System Administration

• Set up clients and projects within company systems.
• Manage incoming project enquiries and distribute Requests for Proposals (RFPs) to the relevant teams.
• Coordinate and drive proposal processes from initiation through to submission.
• Develop proposal outlines and schedules.
• Maintain project, company, and team profiles for use in proposals and marketing initiatives.
• Assist with accommodation schedules, fee proposals, and schedules of appointments.
• Respond to relevant project and administrative enquiries.

Digital Asset & Research Support

• Assist with the management and maintenance of digital assets.
• Conduct market research and gather information as required.

Personal Assistance

• Provide personal assistance and support with day-to-day matters for the Group Leader.
• Maintain household operating manuals and home automation documentation.
• Coordinate personal appointments and commitments.
• Arrange weekly lunch orders and assist with ad hoc requests as required.

Compliance & Office Support

• Maintain a thorough understanding of SAOTA procedures, standards, and systems.
• Assist in upholding company standards, procedures, and corporate image.
• Provide support to colleagues, suppliers, clients, and stakeholders when required.

Requirements

Essential Skills & Experience

• Previous experience as a Personal Assistant, Executive Assistant, or similar support role.
• Exceptional organisational and time-management skills.
• Outstanding attention to detail and accuracy.
• Excellent written and verbal communication skills in English.
• Strong spelling, grammar, and proofreading ability.
• Advanced proficiency in Microsoft Office Suite.
• Excellent minute-taking and touch-typing skills.
• Strong relationship-building and interpersonal skills.
• Ability to work independently while remaining a collaborative team player.
• Ability to prioritise effectively and manage multiple competing demands.
• Strong problem-solving skills and a proactive approach to work.
• Ability to remain calm and professional under pressure.

Personal Attributes

• Highly trustworthy, discreet, and professional.
• Able to handle sensitive and confidential information with integrity.
• Resourceful, proactive, and solutions-driven.
• Flexible and adaptable in a dynamic environment.
• Strong sense of accountability and ownership.
• Positive attitude and willingness to assist wherever required.

Additional Requirements

• Willingness to work additional hours when required, including occasional evenings and weekends.
• Ability to manage both professional and personal support responsibilities with discretion and efficiency.

Why Join Us?

This is an opportunity to work closely with a senior leader in a dynamic, creative, and internationally recognised environment. You will be exposed to a broad range of responsibilities and play a key role in ensuring the smooth day-to-day operation of both business and personal priorities.

If you are highly organised, detail-oriented, and thrive on supporting others to perform at their best, we'd love to hear from you.