Personal Assistant

Cape Town - South Africa

Monthly Salary: Not Disclosed

Experience Required: 4-5years

Posted on: 30+ days ago

Vacancies: 1 Vacancy

Job Summary

Seeking a highly organized detail-focused Personal Assistant to support an executive and a busy project/programme portfolio. The role centres on document control server-based filing audit support office administration meeting coordination and stakeholder liaison. Ideal for a proactive self-starter with strong administrative rigour excellent communication and the ability to work accurately under pressure and to deadlines.

Key Responsibilities

Maintain a structured database and server-based filing system; ensure all documentation is current accurate and correctly indexed.
Track and meet deadlines; escalate risks and issues timeously.
Drive and coordinate responses to Auditor-General queries; obtain and consolidate evidence from internal teams PSPs and contractors to close audits successfully.
Ensure strict compliance with established processes protocols and documentation standards.
Proactively gather information from professional service providers contractors and stakeholders without supervision.
Manage executive calendars schedule meetings prepare agendas and coordinate logistics.
Organize reports and documentation packs; draft business letters and formal correspondence.
Answer and route phone calls; receive and screen visitors professionally.
Handle office management tasks including supplies facilities coordination and vendor liaison.
Arrange domestic/international travel accommodation and itineraries.
Coordinate and manage recruitment administration and onboarding for new employees.
Plan and support office events and internal engagements.
Organize department vehicle bookings and maintain related records.
Maintain and update leave trackers; collect and file supporting documents (e.g. sick notes).
Assist with tender documentation preparation and submissions.
Perform additional ad hoc administrative duties as required.

Deliverables

Documentation records and reports that are accurate precise current and compliant with audit and internal standards.

Decision-Making Scope

Escalate project/documentation issues promptly.
Safeguard the integrity of collected collated and submitted data.
Make day-to-day operational decisions within defined responsibilities.

Stakeholder Responsibilities

Build and sustain effective working relationships with internal teams executive leadership PSPs contractors suppliers and external stakeholders.

Requirements

Relevant certifications or diplomas in administration business or project support are beneficial.

Experience

Minimum 2 years of experience in an administrative personal assistant executive assistant or project administration role.
Experience in the construction or infrastructure sector is beneficial.
Exposure to contracts administration and/or financial administration is an advantage.
Experience in PMO/project/programme environments is a plus.

Preferred Knowledge

Familiarity with construction/engineering sector frameworks: CIDB PROCSA fee scales consultant appointments.
Contract administration exposure: JBCC and/or NEC.
Understanding of project/programme management environments and documentation standards.
Experience supporting audit processes and evidence packs (e.g. Auditor-General or similar).