Job Description

Collaborates with: Dylan Cairns (CEO) directly.

Core Responsibilities 

Schedule & Calendar Management
– Organize and prioritize daily, weekly, and monthly schedules.
– Coordinate meetings, travel, and personal commitments.
– Ensure seamless transitions between business and personal engagements.
– Proactively flag conflicts and propose solutions.

Communication & Correspondence
– Draft, review, and manage emails, messages, and calls.
– Act as first point of contact for business and personal inquiries.
– Maintain professional communication across brand and business channels.
– Prepare briefing notes and summaries before meetings.

Brand & Business Support
– Assist in managing personal brand initiatives (social media, events, collaborations).
– Coordinate with marketing and PR teams for visibility.
– Support content scheduling and personal brand consistency.
– Track opportunities for partnerships and brand growth.

Task & Project Coordination
– Manage to-do lists and ensure deadlines are met.
– Support execution of business projects and personal initiatives.
– Liaise with contractors, freelancers, and service providers.

– Keep records of progress and deliverables.

Event & Travel Planning
– Organize logistics for business trips, conferences, and personal events.
– Handle bookings, itineraries, and expense tracking.
– Ensure smooth execution of both professional and personal engagements.

Confidentiality & Discretion
– Handle sensitive information with integrity.
– Maintain confidentiality across personal and business matters.
– Act as trusted support in decision-making and daily operations.

Compensation Structure
– Probationary Stage: Focus on assessing capability, alignment with workload, and
role fit.
– Permanent Stage: Market-aligned compensation for Personal Assistant in Cape Town, reflecting proven performance and expanded responsibilities.
– Clear pathway for growth into Executive Assistant or Operations Coordinator roles.

Benefits & Incentives
– Performance bonuses: Linked to successful schedule management, project delivery, and brand growth milestones.
– Hybrid flexibility: Remote for administrative tasks, in-office presence for meetings, events, and brand activations.
– Growth path: Potential progression into Executive Assistant or Brand Operations Manager within 18–24 months.

Required Skills & Qualifications

Educational Background
– Diploma or degree in Business Administration, Office Management, or related field.
– Certifications in project management or executive assistance advantageous.

Technical Skills
– Proficiency in scheduling tools (Google Calendar, Outlook, project management
apps).
– Competence in Microsoft Office and Google Workspace.
– Familiarity with social media platforms and brand management tools.
– Ability to prepare reports, presentations, and documentation.

Core Competencies
– Strong organizational and multitasking skills.
– Ability to prioritize and manage a busy, dynamic schedule.
– Attention to detail with commitment to efficiency.
– Problem-solving mindset with proactive execution.

Interpersonal & Communication Skills
– Clear, professional communication across personal and business contexts.
– Ability to represent personal brand with professionalism.
– Strong collaboration skills with diverse stakeholders.

Experience
– Minimum 2–3 years in personal assistant, executive assistant, or administrative support roles.
– Experience managing both personal and business tasks simultaneously.
– Exposure to brand management or event coordination advantageous.

Personal Attributes
– Integrity and discretion in handling sensitive information.
– Adaptability to hybrid work environments.
– Proactive, resourceful, and people-focused mindset.
– Growth-oriented, with interest in progressing into executive or operations leadership roles.