Cape Town: Personal Assistant and Office Manager posted by Rory Mackie & Associates

We are seeking a highly dependable, discreet, and intuitive Personal Assistant & Office Manager to support an executive across his personal life and multiple business ventures. This role requires someone who thrives in a fast paced, ever evolving environment and can balance high level executive tasks with day-to-day personal errands. The successful candidate must be organised, emotionally intelligent, resourceful, and deeply trustworthy. They will be playing a pivotal role in the executives business productivity and personal peace of mind.

Key roles and responsibilities:

Personal and Family Support:

• Invoice tenants, manage utility bills, payments, etc.
• Maintain and file all personal invoices and documents (hard and soft copies)
• Ensure all personal renewals are diarised and up to date (passports, licenses, etc.)
• Submit and manage insurance claims to completion
• Organise appointments: personal, medical, wellness, therapy, etc.
• Save monthly bank statements, medical aid correspondence, etc.
• Perform ad hoc errands such as gift shopping, deliveries, and printing/framing
• Attend to and support his wife with tasks or needs, ensuring she feels prioritised
• Arrange travel (local & international)

Business Support Across Ventures:

• Prepare and diarise VAT calculations and payments
• Submit monthly income invoices and manage document archiving
• Ad hoc tasks
• Book team travel (flights, accommodation) and handle team logistics
• Meeting room bookings, arrange for lunches when needed for the meetings etc.
• Attend to IT queries, credit card processes, and stationery requirements
• Create/update team email footers
• Work closely with team members for ad hoc tasks
• Assist with event planning and execution
• Diary management for team meetings, birthdays, and travel
• Arrange birthday gifts and special occasions
• Ad hoc office and team support duties

Required Skills & Experience:

• Proven experience in an executive assistant or office management role, ideally supporting C-suite or high-profile individuals
• Exceptional organisational and multitasking abilities
• Ability to maintain strict confidentiality and discretion at all times
• Strong communication and interpersonal skills
• High level of emotional intelligence and empathy
• Comfortable working with minimal supervision and responding flexibly to ad hoc needs
• Proficient in Microsoft Office Suite, Google Workspace, and other admin tools
• Valid drivers license and reliable transport
• Experience with basic finance administration (invoicing, VAT, statements) is a strong advantage
• Proactive & anticipating needs

Specific Knowledge:

• Microsoft Suite (Excel, Word, PPT etc.)
• Outlook
• Canva

General:

• This is a full-time in-office role, requiring availability both during and occasionally outside of regular office hours.
• Based in Cape Town, with regular in-person duties and errands.
• This role suits someone loyal, committed, proactive, and who understands the importance of making life smoother for a visionary entrepreneur.
• A service-oriented attitude and “no task too small” mindset are essential.
• Discretion, reliability, and long-term commitment will be valued above all else.
• Trustworthy and reliable with the ability to manage confidential information in a discrete and sensitive manner.
• Excellent communication, customer service and interpersonal skills.
• Ability to assess and improve processes.