23 Diary Management jobs in Cape Town
Executive Assistant
Posted 22 days ago
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Job Description
- Executive Assistant /Secretarial qualification.
- Office Management Diploma will be advantages
- At least 6 years of working experience as an executive assistant or other relevant administrative support experience.
- Proficient computer skills, including MS Office Suite; scheduling appointments/ updating calendar is a must.
- Excellent written and verbal communication skills.
- Excellent time management and prioritization skills.
- Able to concentrate on multiple problems/ tasks at once.
- Ensure the daily the schedule of the Country Manager is well managed.
- To plan logistical and administrative support for all meetings that will be held in the region working with overseas colleagues or external vendors.
- Manage major events with logistical and administrative support.
- To follow up on key actions/tasks to ensure timely execution to meet established deadlines.
- To assist in completing and/or co-coordinating activities as related to assigned department projects/ assignments.
- To keep track of timelines for submission or completion of reports.
- To assist in PowerPoint presentations, gathering and summarizing information from various sources requested; create and format reports and presentation materials.
- To manage all incoming visitors and provide support with the logistical requirements.
- To maintain an efficient document-management system and ensure accessibility of information.
- To arrange and co-ordinate hotel accommodations, travelling schedules and visa applications for the Country Manager.
- To raise Purchase Orders via SAP system.
- Monitor business / travel related expenses and ensure claims / expenses reports are submitted for reimbursements in a timely manner
- To monitor departmental expenses.
- To manage the Vodacom account including maintaining the asset register in this regard
- To manage the application of company credit cards
- To compile Accrual Reports and provide support on the quarterly forecast budgeting process.
- Responsible for general office management Canteen supplies, office maintenance is
- Manage Receptionist and Bidvest Cleaner.
- Assist with Ad-hoc personal requests from Country Manager
Functional Competencies:
- High attention to detail
- Excellent verbal and written communication skills
- Present good problem-solving skills.
- Manage Processes end to end
- Proactive and able to work independently
- A high degree of flexibility and initiative
- Ability to work in a fast-paced environment
- Exceptional planning and organizational Skills
- Ability to build strong relationships with internal and external stakeholders
Behavioral Competencies
- The incumbent should be punctual at all times
- Deadline driven
- Operate with a high degree of integrity
Executive Assistant to CEO
Posted today
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Job Description
We are seeking an experienced and proactive Executive Assistant to provide high-level support to the CEO. This role is ideal for someone who is highly organized, detail-oriented, and enjoys working in a fast-paced environment.
Key Responsibilities- Provide strategic and operational support across admin, sales, and client journey touchpoints
- Manage the CEO's calendar and scheduling to ensure smooth operations
- Handle invoicing and follow-ups independently
- Coordinate and update tasks in Asana project management system
Maintain and optimize records in Salesflare (CRM):
Sync calendar appointments
- Review meeting notes and update pipelines daily
- Manage tasks, opportunities, and records
- Create and assign follow-up actions for potential clients
- Generate and track job numbers
- Ensure CEO is fully prepared for meetings, including diarizing time for key tasks
Manage email outreach using MailerLite, including:
Sending 3x weekly email campaigns
- Setting up email funnels for sales
- Create and organize folders for new clients in Google Drive and Asana
- Proactively identify opportunities for CEO promotion (e.g., events, speaking engagements) and liaise with venues/organizers
Possible Future Responsibilities:
- Support CEO's LinkedIn profile (responding to messages, connection requests)
- Asana – Advanced user
- CRM systems (Salesflare ) – Experienced user
- Email marketing platforms (MailerLite) – Proficient
- Sales funnel creation – Confident and experienced
- Scheduling tools (Calendly) – Proficient
- Invoicing software (Xero) – Competent
- Experience with High Level platform is a plus
- Highly organized and detail-oriented
- Proactive – anticipates needs before being asked
- Sales-focused and invested in business growth
- Quick learner, adaptable, and tech-savvy
- A perfectionist with strong attention to detail
- Independent thinker and confident in managing projects
- Completes tasks thoroughly and accurately – a true finisher
- Understands the value of excellent customer service
- Open-minded, willing to admit mistakes, and asks for help when needed
- Strong presence, good communicator, and team player
- Comfortable juggling multiple priorities in a fast-paced environment
- Proficient in key digital tools: Asana, CRM systems, MailerLite
Executive Assistant and Operations Coordinator
Posted today
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Job Description
We are seeking a highly organized, proactive, and resourceful Executive Assistant & Operations Coordinator to support a busy entrepreneur and investor. This role goes far beyond traditional admin – you'll be directly involved in day-to-day operations, project coordination, and ensuring everything runs smoothly across multiple ventures.
What You'll Do
- Manage calendars, appointments, and travel arrangements with precision.
- Coordinate business projects, suppliers, and influencer partnerships.
- Handle confidential information with discretion.
- Draft correspondence, proposals, and manage communications.
- Oversee daily operational tasks across ventures (hospitality, digital projects, property).
- Support events, launches, and client-facing activities.
- Provide general personal assistance when needed to keep life and business moving seamlessly.
What We're Looking For
- Proven experience as an Executive Assistant, PA, or Operations Coordinator.
- Highly organized with exceptional attention to detail.
- Strong written and verbal communication skills.
- Tech-savvy: confident with Microsoft Office, Google Suite, and modern digital tools.
- Flexible, resourceful, and able to anticipate needs before they arise.
- Professional, discreet, and comfortable operating in luxury and high-performance environments.
What We Offer
- Competitive salary: R20,000 – R25,000 per month (depending on experience).
- Opportunity to work directly with a successful entrepreneur on exciting projects.
- Exposure to luxury hospitality, property, and digital ventures.
- Dynamic, fast-paced work environment with room to grow.
Job Type: Temp to perm
Contract length: 2 months
Pay: From R20 000,00 per month
Ability to commute/relocate:
- Sea Point, Western Cape: Reliably commute or planning to relocate before starting work (Required)
Experience:
- Microsoft Excel: 1 year (Required)
Language:
- English (Required)
Willingness to travel:
- 25% (Preferred)
Work Location: In person
Personal Assistant
Posted 16 days ago
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Job Description
Introduction
Our Client has a vacancy for an Executive Personal Assistant to the Managing Director and his executive team, to be based at the Cape Town office. The successful candidate will be a dynamic and experienced individual with the ability to take responsibility and act proactively. Duties include, but are not limited to:
Duties & Responsibilities
Manage day-to-day operations of the MD and his directors offices Plan & schedule meetings and appointments, and manage calendar Screen telephone calls, taking messages and management of Directors diaries Arrange video and teleconferences Conduct project-related research and collate documents Prepare and edit correspondence, reports and presentations Communicate with external clients and partners Arrange events and conferences Arrange catering for meetings and functions Processing and reconciliation of expense claims Occasional personal errands Looking after promotional material - ordering and inventory
Desired Experience & Qualification
REQUIREMENTS National Diploma in Office Management or relative qualification is a distinct advantage At least 10 years experience as an Executive PA Well-developed organisational and time-management skills & ability to work independently Proficient in MS Office Professional and effective verbal presentation and writing skills Ability to work under pressure, prioritise tasks and manage deadlines Maturity to handle a range of situations Attention to detail Maintain a high level of professionalism and confidentiality
NB: English and Fluent Afrikaans is essential for this position.
Personal Assistant
Posted 3 days ago
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Job Description
Personal Assistant
Posted 19 days ago
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Job Description
Personal Assistant – Cape Town
Kendrick Recruitment is seeking a highly organised and energetic Personal Assistant to support a dynamic luxury food and beverage consultancy based in Cape Town . The ideal candidate will be proactive, flexible, and comfortable working in a fast-paced, non-corporate environment.
Key Responsibilities:
Provide comprehensive administrative support to senior management.
Assist with HR and marketing tasks as required.
Manage schedules, correspondence, and general office duties efficiently.
Communicate effectively with clients and team members, maintaining a professional standard at all times.
Be available for short-notice travel and occasional after-hours support.
Maintain impeccable written English for all communications and documentation.
Requirements:
Young, energetic, and highly motivated.
Exceptional organisational and administrative skills.
Strong communication abilities, both written and verbal.
Some experience in HR and marketing is advantageous.
English as first language with perfect written English.
Flexible and adaptable, able to work independently in a non-corporate environment.
Willingness to travel on short notice and work after hours when required.
Package:
Salary: Negotiable depending on experience.
This role offers an exciting opportunity for a versatile and proactive individual to contribute to a high-end consultancy, providing critical support in a dynamic and creative environment.
Remote Personal Assistant
Posted 8 days ago
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Job Description
Personal Assistant
Join a leading UK-based construction firm supporting high-value projects remotely
Remote (South Africa) | UK Hours (Mon-Fri) | R20 000 R24 000 per month
About Our Client
Our client is a trusted construction company operating across the UK, known for delivering high-quality building and project management services. With a reputation built on professionalism, reliability, and attention to detail, they are continuing to grow and need a dedicated Personal Assistant to support their leadership team.
The Role: Personal Assistant
This role is ideal for an organised and proactive individual with strong experience in the construction industry. You will be the right-hand support to senior management, ensuring smooth operations by managing schedules, handling documentation, liaising with stakeholders, and keeping projects on track. Working remotely, you will play a vital role in enabling efficiency and maintaining seamless communication across the business.
Key Responsibilities
Minimum 3 years experience as a Personal Assistant or Executive Assistant, preferably within the construction industry
Provide administrative support to senior management, including diary management, scheduling, and email correspondence
Prepare reports, meeting notes, tenders, and compliance documentation
Liaise with clients, suppliers, and subcontractors on behalf of management
Track project deadlines, invoices, and deliverables while supporting cost and budget monitoring
Maintain company records, databases, and filing systems
Coordinate travel, accommodation, and logistics for management when required
Handle confidential information with discretion
Assist with organising team meetings, training sessions, and events
Research suppliers, materials, and industry trends as directed
About You
3+ years proven experience as a Personal Assistant, Executive Assistant, or similar role
Strong background in or exposure to the construction industry (non-negotiable)
Excellent organisational skills with the ability to multitask and prioritise effectively
Strong written and verbal communication skills
Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint)
Experience with project management or construction software (advantageous)
Knowledge of Quantity Surveying would be highly advantageous
Self-motivated, detail-oriented, and dependable in a remote working environment
Must be based in South Africa with a reliable internet connection and remote setup
Available to work full-time UK hours, Monday to Friday
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Family Personal Assistant
Posted today
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Job Description
Family PA needed.
Jimmy (Husband), Sophia (Wife), Jamie (boy age 5), Jordie (boy age 2) and soon to be Izzy (age 0). We are a busy family based in Camps Bay looking for a trustworthy, organized and efficient personal assistant to help us with various aspects of administration relating to our home and personal lives.
Job involves but not limited to: Scheduling, Emailing, Organizing, Paying Invoices, Running Errands, assisting with any other aspects of our home and family life.
We are initially looking for someone to work from our home 1 day a week - ideally Mondays.
Must enjoy being around and working with children.
We are both real estate and finance professionals from the UK who run our own businesses so you'll learn a lot about various aspects of these businesses as you'll be doing tasks relating to them.
Must be able to drive yourself to our home in Camps Bay.
We look forward to meeting you.
Jimmy & Sophia
Job Type: Part-time
Pay: R2 000,00 per day
Expected hours: 8 per week
Work Location: In person
Personal Assistant / Compliance Officer
Posted 8 days ago
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Job Description
- Maintain filing systems and project documentation
- Manage calendars, meetings, travel, and office logistics
- Support Auditor General audits and ensure process compliance
- Assist with tenders, reports, and correspondence
- Coordinate recruitment, onboarding, and leave tracking
- Minimum 2 years admin/PA experience (construction industry beneficial)
- Strong organizational and communication skills
- Attention to detail and ability to meet deadlines
- Experience in Project/Programme Management is a bonus.
- Knowledge of CIDB, PROCSA, JBCC, NEC is an advantage
Personal Assistant (Construction Industry)
Posted 19 days ago
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Job Description
JOB SUMMARY:
Responsible for the managing of the server and the documentation relative to all projects.
TASK DESCRIPTION
- Maintaining database and filing system.
- Meeting deadlines
- Keeping the server up to date at all times
- Ensuring that all documentation is filed correctly
- Driving the Auditor General queries and obtaining the relevant information to successfully complete the AG audits
- Complying with all processes and protocols
- Independently obtaining all information required from PSPs, Contractors, etc.
- Handling calendar events, setting up meetings, etc.
- Organizing reports and documents
- Answering phone calls and screening visitors
- Handling office management duties
- Making travel arrangements
- Coordinating and managing the recruitment and onboarding for new employees
- Organizing office events
- Organize department vehicles and bookings
- Manage and update the leave tracker and obtain relevant sick leave notes
- Draft business letters
- Assisting in Tender Documentation
- All other ad-hoc duties required
DELIVERABLES
Needs to be accurate, precise, and correct.
- GENERAL
Any additional administration tasks that may be required from time to time.
The successful candidate will work under the supervision of the Executive.
- KEY DECISIONS THIS POSITION MAKES
- Escalate problems on projects timeously.
- Ensuring the integrity of data collected, collated, and submitted.
- Operational Decisions related to work responsibilities.
- RESPONSABILITIES DELEGATED TO THIS POSITION
- Manage, develop, and sustain effective working relations with internal and external stakeholders.
- KEY AREAS OF COMPETENCE REQUIRED
- Knowledge of CIDB, PROCSA, Fee Scales, consultant’s appointments (beneficial).
- Problem Solving by analysing and process information, asking probing questions.
- Communicating Information by being articulate.
- Showing resilience and remaining composed when dealing with pressure.
- Strong Processing skills by being target focused and meeting deadlines.
- Being meticulous, conscientious, and thorough.
- Following Procedures, Protocols, and Instructions .
- Behaving ethically and justly.
- Focused on output.
- Pursuing Goals by striving to achieve outstanding results, being ambitious, persists through difficulties to achieve results.
- EXPERIENCE REQUIRED
- Experience in the construction industry would be beneficial.
- Experience in contracts (JBCC and NEC) administration and financial administration would be beneficial.
- Experience in Project/Programme Management is a bonus.
Minimum experience: 2 years