Personal Assistant; Half PLPA

Job Specification:
Personal Assistant (Half-Day)

Position

Personal Assistant (Half-Day)

Location

Pretoria (Hybrid/Office-based, depending on operational requirements)

Employment Type

Permanent, Half-Day (approximately 20 hours per week)

Position Overview

We are looking for a highly organised, proactive, and trustworthy Personal Assistant to provide administrative and operational support. This role requires someone who enjoys taking ownership of tasks, solving problems independently, and ensuring that administrative matters are completed efficiently with minimal supervision.

The successful candidate will support both business and personal administrative activities, helping to ensure that day-to-day operations run smoothly.

Key Responsibilities

General Administration

• Manage diaries and schedule meetings.
• Arrange appointments with clients, suppliers, and service providers.
• Prepare correspondence, letters, and emails.
• Maintain organised electronic filing systems.
• Follow up on outstanding actions and commitments.

Property and Facilities Administration

• Coordinate contractors for maintenance and repairs at offices and residential properties.
• Obtain quotations from suppliers and service providers.
• Schedule maintenance work and monitor completion.
• Manage insurance claims and policy administration.
• Keep records of maintenance and property-related documentation.

Financial Administration

• Manage monthly payment schedules.
• Prepare payment lists and supporting documentation.
• Capture and reconcile basic financial transactions.
• Assist with basic bookkeeping using accounting software.
• Liaise with the company's accountant where required.
• Track recurring expenses and renewals.

Client and Business Support

• Contact clients to arrange meetings.
• Assist with preparing proposals and presentations.
• Create professional PowerPoint presentations.
• Prepare meeting agendas and minutes when required.
• Assist with document formatting and report preparation.

General Personal Assistance

• Handle ad hoc administrative requests.
• Conduct internet research when required.
• Manage reminders for important deadlines and renewals.
• Help coordinate various personal and business administrative matters.

Required Skills and Experience

Essential

• Minimum 3 years' experience in a Personal Assistant, Executive Assistant, or Office Administrator role.
• Excellent organisational and time management skills.
• Strong written and verbal communication skills.
• High attention to detail.
• Ability to work independently and prioritise multiple tasks.
• High level of discretion and confidentiality.
• Strong problem-solving ability.

Technical Skills

• Microsoft Outlook
• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint (advanced presentation formatting)
• Basic bookkeeping

Personal Attributes

The ideal candidate will be:

• Highly organised
• Reliable and dependable
• Proactive rather than reactive
• Professional in dealing with clients and suppliers
• Comfortable taking ownership of tasks
• Able to work with minimal supervision
• Friendly and approachable
• Detail-oriented
• Resourceful in finding practical solutions

Desirable Qualifications

• Diploma or certificate in Office Administration, Business Administration, Finance, or a related field.
• Bookkeeping qualification would be advantageous.

Working Hours

• Approximately 20 hours per week (half-day position).
• Some flexibility in working hours may be required by mutual agreement.

What Success Looks Like

The successful candidate will:

• Ensure administrative tasks are completed accurately and on time.
• Keep meetings, payments, and maintenance activities well organised.
• Reduce the administrative burden on management.
• Build positive relationships with clients, suppliers, and contractors.
• Take initiative in identifying and resolving administrative issues before they become problems.

Remuneration

Market-related and dependent on qualifications and experience.