Position is based in Jacobs, Durban
Job Summary
The Personal Assistant provides administrative, travel, and personal support to directors, managers, and their families. The role requires strong organizational skills, confidentiality, attention to detail, and the ability to manage multiple tasks, schedules, and follow-ups efficiently.
Key Responsibilities
Administrative & Office Support
- Prepare and send meeting agendas, minutes, trackers, and boardroom communications
- Set up meeting requests and manage calendars
- Follow up on outstanding emails, reminders, appointments, and payments
- Maintain filing of documents, invoices, receipts, and proof of payment
- Travel & Visa Coordination for the Directors and Managers (business and personal)
- Arrange domestic and international travel (flights, accommodation, transfers, seating, check-ins)
- Prepare itineraries and travel packs
- Assist with visa applications (document sorting, certifications, motivational letters, submissions)
- Request travel insurance and currency
- Manage passport photos and certified copies
Food, Hospitality & Events
- Order food, refreshments, and supplies for meetings, staff, visitors, and family
- Coordinate weekly and special food orders
- Manage catering invoices and receipts
- Arrange gifts, flowers, chocolates, and birthday distributions
Personal & Family Support
- Book medical appointments and order medication
- Assist with personal and company banking requests (statements, cards for travel)
- Open and manage travel cards for directors and family
Accounts & Utilities Coordination
- Obtain statements and coordinate payment for personal accounts
- Capture, file, and maintain records for company and personal accounts
General Duties
- Liaise with suppliers, travel agents, and service providers
- Handle confidential documents and certifications
(Main focus areas- Travel Management (extensive experience with visas and bookings (both international and domestic). This is a core responsibility and a highly time-intensive area, given the scale (±40 family members, excluding business travel).
Family office experience – proven experience working within a family/private household environment is essential.
Dual support – ability to manage both business-related and personal/family functions.
