In PersonIn-office, Monday through Friday; workplace is in Cape Town's Northern suburbs.
Administrative & Executive AssistanceExecutive Support
About the job
Requirements
Previous experience as a Personal Assistant, Executive Assistant, Operations Administrator, or similar role.
Proficiency in Microsoft Office 365, including Outlook, Word, Excel, and Teams.
Strong administrative, organizational, and task-management skills.
Excellent written and verbal communication skills in English and Afrikaans.
Ability to work full-time from the office.
Responsibilities
Manage calendars, appointments, emails, and correspondence.
Prepare reports, presentations, meeting notes, and internal communications.
Maintain organized records, documentation, and administrative systems.
Coordinate communication with employees, suppliers, and stakeholders.
Assist with coordinating projects and operational improvements.
Maintain project trackers and monitor progress against deadlines.
Support the development and implementation of standard operating procedures, policies, and processes.
Identify opportunities to improve administrative efficiency.
Manage the Operations Executive's priorities, schedules, and outstanding tasks.
Monitor deadlines and ensure commitments are followed through.
Identify urgent matters and escalate delays or unresolved matters where necessary.
Desired Qualifications
Experience supporting senior management or executives.
Exposure to operations, logistics, sales, or multi-departmental businesses.
Experience with project coordination, reporting, or task-management systems.
Exposure to basic human resources administration, employee records, and onboarding.
Experience with basic finance administration, invoicing, or expense tracking.
Familiarity with artificial intelligence tools and automation.
Personal Assistant
Invision HR · Cape Town, South Africa · Full-time · Posted 2026-10-16
Workplace: on_site
Department: ADH
Description
Summary:
Create capacity for the Operations Executive by taking ownership of administrative, coordination, and follow-up responsibilities.
Act as an extension of the Operations Executive, understanding how he works, thinks, and communicates, and assist accordingly. Serve as a central coordination point between OE and the business, ensuring alignment, execution, and that nothing is missed, delayed, or forgotten.
We are looking for a proactive, organised professional who can support the OE with administration, operational coordination and follow-through across departments.
Reports to: Operations Executive
Location: Cape Town (Northern suburbs)
Schedule: Monday - Fridays, (In-Office)
Responsibilities
Communication & Administration
Manage calendars, appointments, emails and correspondence.
Prepare reports, presentations, meeting notes and internal communications.
Maintain organised records, documentation and administrative systems.
Coordinate communication with employees, suppliers and stakeholders.
Projects & Process Improvement
Assist with coordinating projects and operational improvements.
Maintain project trackers and monitor progress against deadlines.
Support the development and implementation of SOPs, policies and processes.
Identify opportunities to improve administrative efficiency.
Task & Priority Management
Manage OE's priorities, schedules and outstanding tasks.
Monitor deadlines and ensure commitments are followed through.
Identify urgent matters, Escalate delays or unresolved matters where necessary.
Requirements
Minimum Requirements
Previous experience as a Personal Assistant, Executive Assistant, Operations Administrator or similar.
Proficiency in Microsoft Office 365 (Outlook, Word, Excel and Teams).
Strong administrative, organisational and task management skills.
Excellent written and verbal communication skills in English and Afrikaans.
Ability to work full-time from the office.
Advantageous:
Experience supporting senior management or executives.
Exposure to operations, logistics, sales or multi-departmental businesses.
Experience with project coordination, reporting or task management systems.
Exposure to basic HR administration, employee records and onboarding.
Experience with basic finance administration, invoicing or expense tracking.
Familiarity with AI tools and automation.
Competencies
Professional, confident and mature.
Proactive, organised and detail-orientated.
Strong communication and interpersonal skills.
Able to prioritise, take initiative and work independently.
Accountable, resourceful and solution-orientated.
Confident following up with managers and stakeholders.
Discreet, adaptable and comfortable managing changing priorities.
Our Ideal Candidate Will
Anticipate needs and take initiative without constant instruction.
Turn discussions and instructions into clear actions.
Take ownership of tasks and ensure commitments are followed through.
Know when to resolve matters independently and when to escalate.
Bring structure, consistency and reliability to daily operations.