Job Description

Location: Remote – South Africa

Employment Type: Part-Time

Hours: Approximately 20 hours per week initially

Working Hours: US Eastern Time overlap

Industry: Private Executive Support / Lifestyle & Personal Administration

About the Opportunity

We are seeking an experienced and highly organised Personal Assistant to provide comprehensive personal, lifestyle and digital administrative support to a busy professional.

This is not a traditional corporate administration position. The role is focused on helping an individual take control of a substantial backlog of personal administration, projects, digital information and ongoing responsibilities spanning multiple countries.

The successful candidate will be expected to take ownership rather than simply wait for instructions. You should be able to assess what needs to be done, establish priorities, create an effective organisational system and proactively drive tasks through to completion.

The initial phase will be particularly hands-on, with approximately 20 hours per week required to organise and clear outstanding administration. The hours may reduce once effective systems and processes have been established.

Requirements

Key Responsibilities

• Review, organise and prioritise outstanding personal administration and projects.
• Create a structured action plan for managing a large backlog of tasks.
• Break complex or long-standing projects into manageable steps and drive them through to completion.
• Manage personal email, inbox organisation and correspondence.
• Organise digital files, documents, cloud storage and personal information.
• Manage calendars, appointments, reminders and important deadlines.
• Establish and maintain task-management and productivity systems.
• Make calls and conduct written outreach on behalf of the individual.
• Liaise professionally with banks, utilities, insurers, service providers, government institutions and other organisations.
• Assist with administrative matters across the US, UK and France.
• Organise passwords, accounts and important digital information securely.
• Research solutions and service providers where required.
• Follow up proactively on outstanding matters without needing constant direction.
• Use modern productivity and AI tools to improve efficiency.
• Establish sustainable systems that keep personal administration organised over the long term.

Requirements

• Minimum 4–5 years of experience as a Personal Assistant, Executive Assistant, Lifestyle Assistant, Professional Organiser or similar.
• Demonstrated experience managing personal/life administration, rather than solely corporate administration.
• Strong organisational and project-management abilities.
• Excellent written and spoken English.
• Confident making professional telephone calls and handling external correspondence.
• Strong digital organisation skills.
• Experience with email and inbox management, cloud storage, calendars and task-management systems.
• Comfortable using tools such as Google Workspace, Gmail, Notion, Todoist, password managers and AI-based productivity tools.
• Able to work independently and create structure without requiring detailed instructions.
• High level of discretion when handling private, personal and potentially financial information.
• Comfortable working with international organisations and service providers.
• Able to work with significant overlap into US Eastern Time.

Advantageous Experience

• French language ability.
• Previous experience handling personal administration in the UK or France.
• Family office, private client, concierge or lifestyle-management experience.
• Experience supporting busy executives, professionals or families.
• Experience assisting individuals through significant life changes or periods of high administrative demand.

Ideal Candidate

You are proactive, discreet, warm and exceptionally organised. You naturally create structure where there is complexity and enjoy taking an overwhelming list of tasks and turning it into a clear, manageable process.

You should be comfortable taking the lead, proposing solutions and saying, “Here is how I recommend we approach this,” rather than waiting to be told what to do next.

The successful candidate will combine the professionalism of an experienced Executive Assistant with the practical, hands-on approach of a personal organiser.