Personal Assistant & Office AdministratorClient: Confidential – Property & Asset Management

Location: De Waterkant, Cape Town

Additional Locations: Somerset West, Sea Point, Cape Town CBD and Camps Bay

Proposed Start Date: 1 January 2027

Position Overview

Our client, a privately managed property and asset management organisation, is seeking a highly organised, capable and detail-oriented Personal Assistant & Office Administrator to provide comprehensive administrative, personal and operational support to the principal. This is a diverse position requiring an individual who can effectively manage general office administration, personal assistance, property coordination, staff administration and various operational responsibilities.

The successful candidate must be exceptionally organised, trustworthy, adaptable and proactive, with the ability to manage multiple priorities while maintaining accuracy, professionalism and attention to detail.The role will suit someone who enjoys taking responsibility, is comfortable working independently and takes pride in ensuring that tasks are completed efficiently and correctly.

Key Responsibilities

1. General Office Administration

Answer incoming calls, take messages and manage general enquiries.

Receive and assist visitors.

Draft, type and manage professional correspondence and letters.

Transcribe dictated correspondence and voice messages.

Organise meetings, boardroom bookings and meeting preparations.

Prepare meeting notes, summaries and follow-up actions.

Maintain filing systems and confidential documentation.

Manage stationery stock, purchasing and office supplies.

Coordinate photocopy machine servicing, repairs and consumables.

Maintain administrative and accounting records.

Prepare Excel reports and spreadsheets.

Prepare documentation required by attorneys, conveyancers and auditors.

Manage FICA documentation and records.

Oversee and maintain two office storerooms.

2. Property & Accommodation Administration

Assist with the takeover, establishment and handover of new short-term rental properties.

Coordinate administrative and operational requirements relating to properties.

Arrange maintenance, repairs and service providers.

Coordinate property-related bookings and follow-ups.

Maintain relevant administrative records and documentation.

3. Staff Administration & Coordination

Manage the administration and coordination of two domestic employees, including:

Preparing monthly attendance reports and work schedules.

Coordinating working arrangements and schedules.

Managing leave applications and maintaining leave records.

Recording and administering staff loan arrangements.

Calculating monthly salaries and coordinating payroll administration.

Administering UIF-related payments and maintaining records.

Conducting housekeeping inspections approximately once or twice weekly.

Following up on housekeeping standards and requirements.

4. Personal Assistance & Appointment Coordination

Manage personal appointments, bookings and arrangements.

Coordinate recurring personal appointments.

Arrange monthly pet grooming appointments and transport.

Coordinate annual veterinary appointments and vaccinations.

Arrange medical, dental and other personal appointments.

Manage bookings and follow-ups with service providers.

5. Property Maintenance & Service Coordination

Coordinate annual servicing, maintenance and repairs, including:Air-conditioning servicing.

Pest control.

Carpet and window cleaning.

Vehicle servicing and cleaning.

Roof and boundary wall maintenance.

Floor painting and general maintenance.

Garden services and contractor coordination.

General repairs and maintenance follow-ups.

6. Travel & Event Coordination

Research and arrange domestic and international travel.

Coordinate flights, accommodation and restaurant reservations.

Prepare travel itineraries and related arrangements.

Assist with organising private and business events, including birthdays, anniversaries, family gatherings and year-end functions.

Coordinate suppliers, bookings and event-related requirements.

Minimum Requirements

Approximately 5–10 years of relevant administrative, office management or personal assistant experience.

Previous experience in a busy administrative environment.

Valid driver's licence and own reliable vehicle.

Strong computer literacy, particularly Microsoft Excel, Windows and general office applications.

Excellent typing and written communication skills.

Good numerical ability and confidence working with figures.

Strong organisational and time-management skills.

Excellent attention to detail and accuracy.

An administrative qualification or relevant formal training will be advantageous.Key Personal AttributesFriendly, approachable and positive personality.

Strong work ethic and willingness to go the extra mile.

Patient, mature and professional approach.

Highly organised with excellent planning abilities.

Good memory and ability to retain information.

Ability to follow instructions accurately and execute tasks independently.

Strong follow-up skills and accountability.

Adaptable, trainable and receptive to constructive feedback.

Good judgement and ability to think quickly.

Proactive approach to problem-solving.

Trustworthy, discreet and able to handle confidential information.

Ability to manage multiple responsibilities without compromising quality.

Workplace & Travel Requirements

The primary workplace will be in De Waterkant, Cape Town.The successful candidate will also occasionally be required to travel to various properties and operational locations in:

Somerset West.

Sea Point.

Cape Town CBD.

Camps Bay.

Own reliable transport is essential due to the nature of the position and travel requirements.

Assessment & Selection Process

As part of the recruitment and selection process, shortlisted candidates will be required to complete:

A typing assessment.

A basic mathematics and numerical accuracy assessment.

A Microsoft Excel and general computer literacy assessment.

The preferred candidate will also be invited to participate in a five-day paid practical assessment, working alongside the principal to evaluate their administrative capabilities, adaptability, working style and overall suitability for the position.

Commencement Date1 January 2027

Confidentiality NoticeThe client's identity, business information and specific operational details will remain confidential during the initial recruitment process.

Further information will be communicated to shortlisted candidates at the appropriate stage.