Personal Assistant

4 weeks ago

Cape Town, South Africa Open Box Software Full time

Open Box Software is an internationally focused consulting company that specialises in business and software consulting services for the Real Estate Industry. Since 2001, we have been delivering practical, smart, and cost-effective technology solutions for our clients. We have a team of highly talented individuals who are driven by excellence and open to finding a better way of making a positive impact.

**Executive Administration**:

- Schedule and coordinate appointments, meetings, and travel arrangements.
- Prepare and organize documents, reports, and presentations for executive meetings.
- Conduct research and compile relevant information for executive decision-making.
- Coordinate and liaise with internal and external stakeholders on behalf of the executives.

**Personal Administration**:

- Handle personal matters for the executives, such as managing personal calendars, organizing personal appointments, and coordinating personal travel arrangements.
- Assist with personal errands, including purchasing gifts, making reservations, and handling household-related tasks.
- Manage personal correspondence and prioritize incoming communications.

**Information Management**:

- Maintain and update electronic and paper files, ensuring accurate and efficient document organization.
- Maintain contact databases and ensure they are up to date.
- Retrieve and disseminate information as needed, utilizing appropriate communication channels.
- Handle sensitive and confidential information with the utmost discretion and integrity.
- Maintain confidentiality in all aspects of work, including personal matters related to executives.

**Travel and Logistics Management**:

- Arrange complex travel itineraries, including flights, accommodations, ground transportation, and visas, while considering cost-effectiveness and executive preferences.
- Coordinate logistics for meetings, conferences, and events, including venue selection, catering, audio-visual setup, and guest arrangements.

**Event Coordination**:

- Assist in planning and organizing company events, meetings, conferences, and social gatherings.
- Coordinate logistics, such as venue selection, catering, and audio-visual setup.
- Assist with guest management, including invitations, RSVPs, and accommodations.

**Requirements**:

- Proven experience as a Personal Assistant or similar role, preferably supporting executives.
- Excellent organizational and time management skills, with the ability to prioritize tasks effectively.
- Strong communication skills, both written and verbal, with the ability to interact professionally with internal and external stakeholders.
- High level of discretion and ability to handle confidential information.
- Proficient in using productivity tools such as Microsoft Office (Word, Excel, PowerPoint, Outlook) or equivalent.
- Strong attention to detail and accuracy in all tasks.
- Ability to adapt to changing priorities and work well under pressure.
- Flexibility with working hours, as occasional overtime or travel may be required.
- Own reliable transport.

**Personal Traits**:

- Friendly and humble
- Conscientious
- Considerate
- Self-motivated
- Sound decision-making ability.
- High in integrity
- Honest, reliable, and trustworthy

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