SUMMARY:
Busy Business Owner is currently looking for a PERSONAL ASSISTANT
POSITION INFO:
This role's requirements include a willingness to be based in Hoedspruit, with duties shared between a farm located within a game reserve and a town-based office environment. The role calls for flexibility to adapt to a varied and evolving workload, as well as a level of maturity and life experience appropriate for managing diverse responsibilities and engaging effectively with a range of stakeholders.
Core Criteria:
- Excellent organizational and time management skills
- Strong written and verbal communication abilities
- High level of computer literacy and proficiency with remote collaboration tools
- Ability to work independently and take initiative
- Self-sufficient and confident in managing responsibilities without direct supervision
- Strong problem-solving skills with the ability to anticipate needs proactively
- Ability to function effectively in a fast-paced, high-pressure environment
- Resilient, adaptable, and able to manage challenging situations
- High level of discretion, professionalism, and confidentiality
- Comfortable working in a rural environment and engaging with local communities
- Comfortable interacting with a wide range of stakeholders, from international tourism leadership to farm staff
Responsibilities:
Executive Support:
- Provide high-level, day-to-day personal and professional support to the Managing Director, ensuring all administrative and operational needs are handled efficiently and proactively.
Independent Task Management:
- Operate with a high degree of autonomy, ensuring all responsibilities are carried out effectively in the Managing Director’s absence, with minimal supervision.
Diary & Schedule Management:
- Manage a complex and frequently changing calendar, including scheduling, confirming, and coordinating meetings, appointments, and commitments across multiple responsibilities.
â Meeting Coordination & Support:
- Organize and coordinate virtual and in-person meetings, including preparing agendas, circulating relevant documentation, and taking accurate, detailed minutes with clear action points.
Travel &
Logistics Coordination:
- Plan and manage all travel arrangements, including bookings, itineraries, and logistics, ensuring seamless execution of both local and international travel where required.
Administrative Management:
- Oversee and execute a wide range of administrative functions across personal, business, and farm operations, ensuring all systems and processes run smoothly.
Financial Administration:
- Assist with expense tracking, reconciliations, and light bookkeeping for farm operations, maintaining accurate and up-to-date financial records.
Farm Operations Support:
- Provide administrative and coordination support for farm activities, including assisting with farm staff management, scheduling, and oversight of farm-related tasks.
Equipment & Resource Coordination:
- Monitor and coordinate the use, maintenance, and organization of farm equipment and resources, ensuring operational efficiency.
Vehicle Management:
- Maintain vehicle logs, track usage, and coordinate routine servicing and maintenance to ensure all vehicles are in good working condition.
Communication & Correspondence:
- Manage and respond to emails, calls, and other communications on behalf of the Managing Director in a professional and timely manner.
Document & Data Management:
- Prepare, format, and manage documents, reports, and records, ensuring accuracy and accessibility of information.
Personal Assistance & Errands:
- Handle personal tasks and errands, ensuring the smooth running of the Managing Director’s personal environment.
Operational Oversight:
- Act as a central point of coordination across various areas (personal, business, and farm), ensuring tasks are followed through and nothing falls through the cracks.
Proactive Support & Problem Solving:
- Anticipate needs, identify potential issues, and take initiative to resolve challenges before they escalate.
