Temp Personal Assistant to Director (Maternity Cover)

Location: Cape Town
Contract: Temporary (Maternity Cover) - 4 months

We're looking for a highly capable, calm-under-pressure Personal Assistant to provide high-level administrative and coordination support one of our Director's at ARRCC. This role is ideal for someone who is exceptionally organised, discreet, detail-focused, and comfortable managing a fast-moving inbox, diary, and multiple priorities at once.

You'll be the first point of contact for many internal and external interactions, so professionalism, confidentiality, and strong communication are essential. There may be occasional requirements to work additional hours, which could include weekends.

• Manage and maintain the Director's diary: schedule meetings, teleconferences, and appointments; proactively resolve clashes; re-schedule immediately when meetings change.
• Arrange meetings with consultants, clients and staff; follow up on required information and ensure it's prepared ahead of time.
• Ensure cyclical/recurring meetings take place and are managed properly.
• Take and distribute meeting minutes; support with typing and document preparation.

• Thoroughly manage the Director's inbox, flag urgent responses, and highlight key actions required (critical).
• Read, research and route correspondence; draft letters and documents; collect and analyse information where needed.
• Assist with setting up and administering generic email responses.

• Maintain timesheets and support the Director with time capture.
• Submit a daily action list highlighting important actions to be completed.
• Compile the December staff leave summary.
• Liaise with HR on recruitment-related matters.

• Organise all travel end-to-end: itineraries, cost allocations and supporting admin.
• Capture timesheets and submit travel expense claims (including mileage) to Finance.

• Use Deltek Vision to open new project enquiries, input/update project data and track follow-ups.
• Support admin requirements on Deltek Vantage (timesheets, etc.).
• Filing and management of electronic mailboxes; email filing done consistently (oldest to newest).
• Add key events (birthdays, public holidays) to calendars.

• Manage the Director's SACAP CPD points continuously to ensure annual requirements are met (highly important).
• Manage SACAP admin with confidential login credentials (provided).
• Manage SAIA membership admin (including diarising annual certificate requests).
• Manage IID membership renewal in July (payment processed via Finance).
• Maintain strong compliance with ARRCC procedures and standards; support broader admin tasks when needed.

• Price and manage book orders; maintain the Book Order List; use online suppliers (credentials provided).

We're looking for someone who can hit the ground running with high levels of accuracy, confidentiality and initiative.

You'll need:

• Exceptional attention to detail and accuracy.
• Excellent written and verbal English, with strong grammar and proofreading skills.
• Strong Microsoft Office skills (Outlook, Excel, Word, PowerPoint).
• Ability to work independently, take initiative, and stay proactive.
• Strong organisation and time management; able to multitask under deadline pressure.
• Comfort handling sensitive and confidential information with professionalism and discretion.
• Ability to engage confidently with high-profile clients and stakeholders.

Software knowledge:

• Microsoft Outlook
• Deltek Vision and/or Deltek Vantage

• Discretion, maturity, and calm judgement.
• Professional, polished communication and people skills.
• Able to thrive under pressure and keep things moving.