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  • Posted: Nov 19, 2020
    Deadline: Not specified
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    Personal Assistant

    Position Entailments:

    • Primary entailments & responsibilities will include ensuring the smooth running of the household, performing administrative and household tasks.


    • Dry cleaning, shopping, deliveries.
    • Shipping and tracking various packages; manage returns.
    • Personal shopping as requested.


    • Perform weekly walkthroughs using household checklists to identify action items.
    • Schedule and work closely with other staff on various household vendors and contractors.
    • Identify and oversee various household projects as needed.
    • Keep an inventory of all household supplies (light bulbs, batteries, cleaning supplies), and restock as needed. Be mindful of expiration dates.
    • Keep an inventory of personal items for principals, and restock as needed. Manage PAR lists.
    • Assist with inventory of all items in storage.
    • Maintain and update household manuals.
    • Maintain an approved products list for home and personal items, including sourcing information.
    • Shop for household items as needed.
    • Secure residence at end of the day when needed – all doors locked, security system armed.
    • Light household chores.
    • Prepare home for occasional events. Coordinate with vendors for holiday decor (Halloween, Christmas).


    • Respond to incoming calls and greet guests.
    • Oversee onsite vendors as needed.
    • Demonstrate excellent email etiquette, concise and accurate communications.
    • Blind copy email messages to Principals. Maintain strictest confidences--never disclose Principals’ contact information.
    • Maintain Principals’ personal Google calendars (separate from professional calendars).
    • Schedule personal appointments. Calendar items forwarded by Principals.
    • Update and maintain Google Contacts. Ensure information is synced to phones.
    • Maintain a filing system for household needs (e.g. car registrations, maintenance contracts, warranties, contractor bids, etc.).
    • Order home office supplies and monitor inventory.
    • Email a daily activities report to Principals.


    • Track birthdays and other important dates.
    • Purchase gifts, develop and maintain gift tracker, and review and audit receipts.
    • Prepare and submit expense reports.
    • Occasional wardrobe maintenance i.e. schedule tailor, cobbler, etc.
    • Work with travel concierge and accountant as needed.
    • Plan and coordinate family activities and events.
    • Assist with personal projects.

    Position Requirements

    • Based in the Dainfern Area
    • Has his/her own motor vehicle.
    • Has his/her own living space - this is a live-out position.
    • Able to work legally in South Africa with a valid passport, driver’s license, and clean driving record.
    • Able to travel with little notice.
    • Able to withstand deep background, credit, and reference checks.
    • Willing to take a pre-employment physical, psychological exam and drug screen.
    • Have experience in hospitality industry or worked for family office.
    • Vault-like ability to maintain confidentiality and be ultra discreet.
    • Matriculation is a must & university graduation preferred.
    • Typical 8:30 a.m. - 5:00 p.m. work schedule, with the flexibility to work weekends and evenings.
    • Excellent command of the English language, both written and spoken.
    • Personable and polite, with excellent people skills.
    • A Virgin Active Membership.
    • Photography, videography & post-editing Skills
    • Negotiation Skills

    Character Sketch:
    To be sure that you'd not only be able to survive this position but more importantly be the right fit for William, you'd have to be an individual of this character:

    • Not scared of their principal, is able to convey their own thoughts and opinions that may be in conflict with their principals'
    • Comfortable and great on the phone.
    • Has a pleasant voice.
    • Dresses to be attractive to the eyes (Not seductive!)
    • Strong work ethic, reliable, punctual, and honest. 
    • Practical and efficient.
    • Technically savvy. Familiar with Gmail, Google Docs, Google Sheets and Calendar. Resourceful in terms of internet search and online shopping.
    • Comfortable with iPhone or Android, including texting, camera phone, and smartphone apps.
    • Highly organised, meticulous, detail-oriented and thorough. Able to multitask and prioritise well.
    • Positive attitude, team player, capable of working well with a vast array of high-quality vendors.
    • Proactively identifies and resolves problems.
    • Able to work independently, but takes direction well from Principals.
    • Able to perform physical, hands-on tasks in order to assist the household and staff office to run well. Must be able to lift 40 pounds.
    • Flexible and able to accommodate spontaneous changes to routines and plans.
    • Able to travel with Principals to assist.
    • Long-term intent.
    • Learn from mistakes
    • Brave to face and admit the truth. Learns and grow from mistakes. Makes thoughtful choices and changes to avoid mistakes or at least low-cost mistakes. High-cost or repeated mistakes will lead to disciplinary action.
    • Finish duties conscientiously, effectively and promptly.
    • Be dedicated. Keep improving.
    • Conducts Due diligence and is accountable.
    • Thinks and act independently.
    • Does not complain or shy away from assigned works. Confronts difficulties bravely. When the going gets tough, the tough get going.

    Method of Application

    Interested and qualified? Go to Hehbahn Media on to apply

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