About the job Personal Assistant (to the Group MD)
Netsurit's mission is to "Support the dreams of the doers." For Netsurit, this means helping employees achieve their personal dreams and ambitions while they free up our customers to meet their broader business goals by taking the burden of day-to-day IT operations off their shoulders. What's your dream? Join the Netsurit Team and enjoy a culture where each employee is encouraged to dream and work on their dreams!
Overview
We are looking for a Personal Assistant to support the Group Managing Director of a rapidly growing international business and his busy family. This role demands a highly organized individual with exceptional attention to detail, strong problem-solving skills, and the ability to "roll up sleeves and get stuck in" meaning it's not just a desk job. The ideal candidate must be able to multitask and balance both personal and professional responsibilities and mini projects.
Key Responsibilities
- Calendar & Schedule Management (Medium Priority)
- Manage the MD's daily, weekly, and monthly calendar.
- Schedule, reschedule, and cancel meetings as needed.
- Send meeting reminders and confirmations.
- Coordinate complex scheduling with multiple parties.
- Block time for focused work, preparation, and personal commitments.
- Consider time zones for international meetings.
- Administrative & Communication Management (Medium Priority)
- Draft correspondence and emails on behalf of the MD.
- Filter phone calls and take messages.
- Send thank you notes and follow-ups.
- Coordinate internal communication with team members.
- Maintain password and access information.
- Back up important documents and files.
- Renew vehicle license discs, track service dates, and schedule appointments.
- Conduct basic medical aid administration (e.g., capturing expenses, reconciling savings, liaising with providers).
- Travel Arrangements (Medium Priority)
- Research and book flights, hotels, etc.
- Create detailed travel itineraries.
- Organize visa applications and travel documents, including travel insurance.
- Prepare expense reports for business trips.
- Schedule meetings and events around travel plans.
- Manage loyalty program memberships and preferences.
- Handle travel changes and disruptions in real-time.
- Family & Household Management (High Priority)
- Provide supervision, support, mentoring, and guidance for the MD's three daughters (ages 21 and 17-year-old twins), especially when he travels.
- Occasionally transport daughters to and from school, activities, social visits, and appointments when the driver is unavailable.
- Stay overnight at the MD's home to provide additional adult supervision while he is traveling.
- Manage the collection and renewal of doctors' scripts for family medication.
- Fulfill medication needs based on doctors' scripts.
- Make personal appointments (medical, dental, etc.) for family members.
- Coordinate household services (cleaning, repairs, etc.).
- Assist with purchasing gifts for family, friends, and business contacts.
- Arrange family travel and activities.
- Manage personal subscriptions and memberships.
- Oversee household tasks, schedules, and housekeeping duties in conjunction with household staff.
- Monitor the household schedule and ensure all tasks are completed as necessary.
- Personal Support & Errands (High Priority)
- Run general errands (e.g., picking up and delivering packages and documents).
- Ensure regular maintenance of vehicles by having them cleaned and serviced.
- Take bicycles and other equipment for cleaning, maintenance, servicing, and repairs.
- Perform online and in-store shopping, including grocery shopping and maintaining a well-stocked pantry.
- Collaborate with house staff to maintain supplies, groceries, and essentials.
- Buy and sell personal items on social media platforms.
- Assist with personal shopping, specialty item sourcing, and additional errands.
- Update social media profiles and content as needed.
- Meeting & Event Support (Low Priority)
- Set up conference rooms and virtual meeting technology.
- Arrange catering for in-person meetings.
- Coordinate with external participants.
- Research and book venues for events.
- Coordinate with vendors and service providers.
- Send invitations and track RSVPs.
- Manage event logistics and schedules.
- Organize family events.
- Office & Financial Administration (Medium Priority)
- Manage office supplies and equipment.
- Organize and maintain filing systems (physical and digital).
- Handle incoming and outgoing courier deliveries.
- Process invoices and payments.
- Track business expenses and prepare reports/reconciliations.
- Capture and reconcile credit card expense slips and organize receipts.
- Maintain receipt organization.
- Coordinate with accounting/finance departments.
- Manage petty cash and reimbursements.
- Track subscription and recurring payments.
- Manage cloud storage organization.
- Mini Project & Business Support (Medium Priority)
- Track mini project deadlines and milestones.
- Prepare status reports and updates.
- Coordinate with team members.
- Organize mini project documentation.
- Conduct research for mini projects.
- Create and maintain mini project timelines.
- Facilitate communication between stakeholders/service providers.
- Assist with client gift selection.
- Coordinate client visits and hospitality.
- Track client preferences and special requirements.
- Assist with presentation creation.
- Provide technical support for devices.
- Research and recommend productivity tools.
Qualifications & Requirements
Essential Requirements
- Minimum of 3 years of proven executive-level experience as a Personal Assistant.
- Driver's License (non-negotiable), with at least 3 years of capable and confident driving, including a clean driving record.
- Matric Certificate (Bachelor's degree/diploma or equivalent tertiary education is advantageous).
- Fluent in English (first language).
Technical Skills
- Strong IT proficiency in Word, Excel, Outlook, MS Teams, Google, etc. (this will be checked).
- Experience with accounting software, project management tools, and ChatGPT would be advantageous.
- Proficiency with various office software and digital tools.
Personal Attributes
- Positive, can-do attitude.
- Supportive and serving nature.
- Exceptionally strong attention to detail.
- Exceptional organizational and time management skills.
- Strong written and verbal communication abilities.
- Discretion and confidentiality.
- Problem-solving mindset.
- Ability to work independently and take initiative.
- Strong and diligent work ethic.
- Flexibility with working hours.
- Ability to adapt to changing priorities and manage multiple tasks efficiently.
About Netsurit: We are #305 on Inc 5000 America's Fastest-Growing Private Companies! We were also awarded the 2024 Winner for Global MSP501 in the Top 500 Managed Service Providers!
With headquarters in New York, Netsurit is a global leader in IT solutions, providing comprehensive managed services, cybersecurity, AI capabilities, and strategic insights for organizations of all sizes.
For 27 years, Netsurit has helped more than 600 businesses navigate the complexities of the modern workplace by ensuring critical applications and infrastructure are always on, secure, and resilient.
A Note to Third Parties: Principals only. Recruiters, please don't contact this job poster. Please do NOT contact us with unsolicited services or offer
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