Temp Personal Assistant to Director (Maternity Cover)

Temp Personal Assistant (PA) to Director - Maternity Cover (4 months)

Location: Cape Town
Contract: Temporary (Maternity Cover) - 4 months

About the role

Were looking for a highly capable calm-under-pressure Personal Assistant to provide high-level administrative and coordination support one of our Directors at ARRCC. This role is ideal for someone who is exceptionally organised discreet detail-focused and comfortable managing a fast-moving inbox diary and multiple priorities at once.

Youll be the first point of contact for many internal and external interactions so professionalism confidentiality and strong communication are essential. There may be occasional requirements to work additional hours which could include weekends.

Key responsibilities

Diary meeting & workflow coordination

• Manage and maintain the Directors diary: schedule meetings teleconferences and appointments; proactively resolve clashes; re-schedule immediately when meetings change.
• Arrange meetings with consultants clients and staff; follow up on required information and ensure its prepared ahead of time.
• Ensure cyclical/recurring meetings take place and are managed properly.
• Take and distribute meeting minutes; support with typing and document preparation.

Inbox & correspondence management (high volume)

• Thoroughly manage the Directors inbox flag urgent responses and highlight key actions required (critical).
• Read research and route correspondence; draft letters and documents; collect and analyse information where needed.
• Assist with setting up and administering generic email responses.

Admin tracking & daily priorities

• Maintain timesheets and support the Director with time capture.
• Submit a daily action list highlighting important actions to be completed.
• Compile the December staff leave summary.
• Liaise with HR on recruitment-related matters.

Travel & expenses

• Organise all travel end-to-end: itineraries cost allocations and supporting admin.
• Capture timesheets and submit travel expense claims (including mileage) to Finance.

Systems & information management

• Use Deltek Vision to open new project enquiries input/update project data and track follow-ups.
• Support admin requirements on Deltek Vantage (timesheets etc.).
• Filing and management of electronic mailboxes; email filing done consistently (oldest to newest).
• Add key events (birthdays public holidays) to calendars.

Professional memberships & compliance

• Manage the Directors SACAP CPD points continuously to ensure annual requirements are met (highly important).
• Manage SACAP admin with confidential login credentials (provided).
• Manage SAIA membership admin (including diarising annual certificate requests).
• Manage IID membership renewal in July (payment processed via Finance).
• Maintain strong compliance with ARRCC procedures and standards; support broader admin tasks when needed.

Book orders

• Price and manage book orders; maintain the Book Order List; use online suppliers (credentials provided).

Essential skills & experience

Were looking for someone who can hit the ground running with high levels of accuracy confidentiality and initiative.

Youll need:

• Exceptional attention to detail and accuracy.
• Excellent written and verbal English with strong grammar and proofreading skills.
• Strong Microsoft Office skills (Outlook Excel Word PowerPoint).
• Ability to work independently take initiative and stay proactive.
• Strong organisation and time management; able to multitask under deadline pressure.
• Comfort handling sensitive and confidential information with professionalism and discretion.
• Ability to engage confidently with high-profile clients and stakeholders.

Software knowledge:

• Microsoft Outlook
• Deltek Vision and/or Deltek Vantage

What we value (behavioural fit)

• Discretion maturity and calm judgement.
• Professional polished communication and people skills.
• Able to thrive under pressure and keep things moving.