Personal Assistant at Wild Dreams Hospitality

• This role's requirements include a willingness to be based in Hoedspruit, with duties shared between a farm located within a game reserve and a town-based office environment. The role calls for flexibility to adapt to a varied and evolving workload, as well as a level of maturity and life experience appropriate for managing diverse responsibilities and engaging effectively with a range of stakeholders.

Core Criteria:

• Excellent organizational and time management skills
• Strong written and verbal communication abilities
• High level of computer literacy and proficiency with remote collaboration tools
• Ability to work independently and take initiative
• Self-sufficient and confident in managing responsibilities without direct supervision
• Strong problem-solving skills with the ability to anticipate needs proactively
• Ability to function effectively in a fast-paced, high-pressure environment
• Resilient, adaptable, and able to manage challenging situations
• High level of discretion, professionalism, and confidentiality
• Comfortable working in a rural environment and engaging with local communities
• Comfortable interacting with a wide range of stakeholders, from international tourism leadership to farm staff

Responsibilities:

Executive Support:

• Provide high-level, day-to-day personal and professional support to the Managing Director, ensuring all administrative and operational needs are handled efficiently and proactively.

Independent Task Management:

• Operate with a high degree of autonomy, ensuring all responsibilities are carried out effectively in the Managing Director’s absence, with minimal supervision.

Diary & Schedule Management:

• Manage a complex and frequently changing calendar, including scheduling, confirming, and coordinating meetings, appointments, and commitments across multiple responsibilities.

⁠Meeting Coordination & Support:

• Organize and coordinate virtual and in-person meetings, including preparing agendas, circulating relevant documentation, and taking accurate, detailed minutes with clear action points.

Travel & Logistics Coordination:

• Plan and manage all travel arrangements, including bookings, itineraries, and logistics, ensuring seamless execution of both local and international travel where required.

Administrative Management:

• Oversee and execute a wide range of administrative functions across personal, business, and farm operations, ensuring all systems and processes run smoothly.

Financial Administration:

• Assist with expense tracking, reconciliations, and light bookkeeping for farm operations, maintaining accurate and up-to-date financial records.

Farm Operations Support:

• Provide administrative and coordination support for farm activities, including assisting with farm staff management, scheduling, and oversight of farm-related tasks.

Equipment & Resource Coordination:

• Monitor and coordinate the use, maintenance, and organization of farm equipment and resources, ensuring operational efficiency.

Vehicle Management:

• Maintain vehicle logs, track usage, and coordinate routine servicing and maintenance to ensure all vehicles are in good working condition.

Communication & Correspondence:

• Manage and respond to emails, calls, and other communications on behalf of the Managing Director in a professional and timely manner.

Document & Data Management:

• Prepare, format, and manage documents, reports, and records, ensuring accuracy and accessibility of information.

Personal Assistance & Errands:

• Handle personal tasks and errands, ensuring the smooth running of the Managing Director’s personal environment.

Operational Oversight:

• Act as a central point of coordination across various areas (personal, business, and farm), ensuring tasks are followed through and nothing falls through the cracks.

Proactive Support & Problem Solving:

• Anticipate needs, identify potential issues, and take initiative to resolve challenges before they escalate.