23 Diary Management jobs in Cape Town

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.

• 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

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

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 – 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.

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

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

• 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