Personal Assistant Job Opportunity in Johannesburg at Netsurit | R23000 p/m -Hybrid

Overview

We are looking for a Personal Assistant to support the Group Managing Director of a rapidly growing international business and his busy family. This role demands a highly organized individual with exceptional attention to detail, strong problem-solving skills, and the ability to “roll up sleeves and get stuck in” meaning it’s not just a desk job. The ideal candidate must be able to multitask and balance both personal and professional responsibilities and mini projects.

Key Responsibilities

1. Calendar & Schedule Management (Medium Priority)
   • Manage the MD’s daily, weekly, and monthly calendar.
   • Schedule, reschedule, and cancel meetings as needed.
   • Send meeting reminders and confirmations.
   • Coordinate complex scheduling with multiple parties.
   • Block time for focused work, preparation, and personal commitments.
   • Consider time zones for international meetings.
2. Administrative & Communication Management (Medium Priority)
   • Draft correspondence and emails on behalf of the MD.
   • Filter phone calls and take messages.
   • Send thank you notes and follow-ups.
   • Coordinate internal communication with team members.
   • Maintain password and access information.
   • Back up important documents and files.
   • Renew vehicle license discs, track service dates, and schedule appointments.
   • Conduct basic medical aid administration (e.g., capturing expenses, reconciling savings, liaising with providers).
3. Travel Arrangements (Medium Priority)
   • Research and book flights, hotels, etc.
   • Create detailed travel itineraries.
   • Organize visa applications and travel documents, including travel insurance.
   • Prepare expense reports for business trips.
   • Schedule meetings and events around travel plans.
   • Manage loyalty program memberships and preferences.
   • Handle travel changes and disruptions in real-time.
4. Family & Household Management (High Priority)
   • Provide supervision, support, mentoring, and guidance for the MD’s three daughters (ages 21 and 17-year-old twins), especially when he travels.
   • Occasionally transport daughters to and from school, activities, social visits, and appointments when the driver is unavailable.
   • Stay overnight at the MD’s home to provide additional adult supervision while he is traveling.
   • Manage the collection and renewal of doctors’ scripts for family medication.
   • Fulfill medication needs based on doctors’ scripts.
   • Make personal appointments (medical, dental, etc.) for family members.
   • Coordinate household services (cleaning, repairs, etc.).
   • Assist with purchasing gifts for family, friends, and business contacts.
   • Arrange family travel and activities.
   • Manage personal subscriptions and memberships.
   • Oversee household tasks, schedules, and housekeeping duties in conjunction with household staff.
   • Monitor the household schedule and ensure all tasks are completed as necessary.
5. Personal Support & Errands (High Priority)
   • Run general errands (e.g., picking up and delivering packages and documents).
   • Ensure regular maintenance of vehicles by having them cleaned and serviced.
   • Take bicycles and other equipment for cleaning, maintenance, servicing, and repairs.
   • Perform online and in-store shopping, including grocery shopping and maintaining a well-stocked pantry.
   • Collaborate with house staff to maintain supplies, groceries, and essentials.
   • Buy and sell personal items on social media platforms.
   • Assist with personal shopping, specialty item sourcing, and additional errands.
   • Update social media profiles and content as needed.
6. Meeting & Event Support (Low Priority)
   • Set up conference rooms and virtual meeting technology.
   • Arrange catering for in-person meetings.
   • Coordinate with external participants.
   • Research and book venues for events.
   • Coordinate with vendors and service providers.
   • Send invitations and track RSVPs.
   • Manage event logistics and schedules.
   • Organize family events.
7. Office & Financial Administration (Medium Priority)
   • Manage office supplies and equipment.
   • Organize and maintain filing systems (physical and digital).
   • Handle incoming and outgoing courier deliveries.
   • Process invoices and payments.
   • Track business expenses and prepare reports/reconciliations.
   • Capture and reconcile credit card expense slips and organize receipts.
   • Maintain receipt organization.
   • Coordinate with accounting/finance departments.
   • Manage petty cash and reimbursements.
   • Track subscription and recurring payments.
   • Manage cloud storage organization.
8. Mini Project & Business Support (Medium Priority)
   • Track mini project deadlines and milestones.
   • Prepare status reports and updates.
   • Coordinate with team members.
   • Organize mini project documentation.
   • Conduct research for mini projects.
   • Create and maintain mini project timelines.
   • Facilitate communication between stakeholders/service providers.
   • Assist with client gift selection.
   • Coordinate client visits and hospitality.
   • Track client preferences and special requirements.
   • Assist with presentation creation.
   • Provide technical support for devices.
   • Research and recommend productivity tools.

Qualifications & Requirements

Essential Requirements

• Minimum of 3 years of proven executive-level experience as a Personal Assistant.
• Driver’s License (non-negotiable), with at least 3 years of capable and confident driving, including a clean driving record.
• Matric Certificate (Bachelor’s degree/diploma or equivalent tertiary education is advantageous).
• Fluent in English (first language).

Essential Requirements

• Minimum of 3 years of proven executive-level experience as a Personal Assistant.
• Driver’s License (non-negotiable), with at least 3 years of capable and confident driving, including a clean driving record.
• Matric Certificate (Bachelor’s degree/diploma or equivalent tertiary education is advantageous).
• Fluent in English (first language).

Technical Skills

• Strong IT proficiency in Word, Excel, Outlook, MS Teams, Google, etc. (this will be checked).
• Experience with accounting software, project management tools, and ChatGPT would be advantageous.
• Proficiency with various office software and digital tools.

Personal Attributes

• Positive, can-do attitude.
• Supportive and serving nature.
• Exceptionally strong attention to detail.
• Exceptional organizational and time management skills.
• Strong written and verbal communication abilities.
• Discretion and confidentiality.
• Problem-solving mindset.
• Ability to work independently and take initiative.
• Strong and diligent work ethic.
• Flexibility with working hours.
• Ability to adapt to changing priorities and manage multiple tasks efficiently.