SUMMARY:
A fantastic opportunity for a highly organised, proactive and trustworthy Personal, Home & Family Assistant to support a busy family in Ballito. The role covers personal administration, household coordination, family logistics and general business support.
The ideal candidate will be dependable, discreet, practical and highly organised, with excellent attention to detail and strong initiative.
POSITION INFO:
Duties and Responsibilities:
Personal Administration, Errands & Life Admin:
- Manage and maintain my personal diary, reminders and appointments.
- Maintain my personal Monday.com task board.
- Capture tasks, reminders and follow-ups.
- Assist with personal emails, paperwork and correspondence.
- Make and manage personal appointments and bookings.
- Arrange doctors, dentists and other personal appointments where required..
- Collect prescriptions and medication when required.
- Assist with personal payments and ensure important payments are not missed.
- Assist with personal budgeting and tracking agreed household/personal expenditure.
- Assist with insurance claims and related follow-ups.
- Obtain quotes and follow up service providers.
- Manage renewals, subscriptions, memberships and other personal administration.
- Assist with banking or financial administration where appropriate and authorised.
- Assist with occasional Family Trust, legal or professional-adviser administration, including coordinating documents, signatures or correspondence when required.
- Coordinate travel, flights, accommodation and itineraries.
- Manage returns, exchanges, collections and deliveries.
- Purchase or collect personal/family items as required.
- Handle general personal errands.
- Keep records and supporting documents organised.
- Follow up outstanding personal matters until completed.
- Maintain important family and household dates and reminders.
Family Life File & Important Records:
- Important personal and family documents.
- IDs, passports and expiry dates.
- Children's important documentation.
- Medical providers and relevant family information.
- Insurance policies, documentation and claims.
- Vehicle information and related documents.
- Important household and service-provider details.
- Important contracts and correspondence.
- Family Trust and other important legal documentation.
- Important renewal dates and deadlines.
- Emergency contact information.
- Other important personal, family and household records.
The assistant will be expected to keep this information organised, current and easily accessible, while maintaining a high level of confidentiality.
Household Coordination:
- Coordinate the day-to-day running of the household.
- Work with and provide direction to the two existing domestic staff members and gardener.
- Establish weekly household routines and responsibilities.
- Coordinate household maintenance, contractors and service providers.
- Keep track of household supplies and requirements.
- Ensure routine household matters are dealt with without requiring my constant involvement.
- Ensure the house is properly stocked with essential household and food items.
- Specifically check household requirements before weekends, holidays or periods when shops/services may be less convenient.
- Identify household needs before they become urgent.
- Help organise household areas or projects when required.
- Follow up maintenance or household issues until resolved.
- Organise house, by providing guidance and instruction to current staff.
Meals, Groceries & Household Stock:
- Assist with weekly meal planning.
- Prepare and manage grocery lists.
- Purchase groceries personally when this is the more practical option.
- Ensure appropriate ingredients and household basics are always available.
- Monitor pantry, fridge, freezer and essential household stock.
- Ensure the house is appropriately stocked before each weekend.
- Establish a practical minimum-stock system for frequently used household items.
- Reduce unnecessary last-minute shopping and takeaway meals.
- Help ensure healthy and practical options are available for the family.
A key responsibility will be to
teach, guide and organise one of the existing household staff members to take responsibility for family meals, including:
- Following simple recipes.
- Preparing family dinners.
- Preparing appropriate school lunches and snacks.
- Basic meal planning and preparation.
- Setting the table for dinner.
- Ensuring dinner is ready for the family at the agreed time.
- Keeping the kitchen organised around meal preparation.
Children, School & Family Support:
- Keep track of school calendars, correspondence, activities and important dates.
- Ensure school forms, notices and requirements are dealt with.
- Assist with school-related payments, stationery, textbooks and other administrative requirements.
- Assist with school pick-ups when children's sporting/riding commitments clash.
- Coordinate children's appointments and activities where required.
- Assist with school assignments and projects, including sourcing materials, printing and helping ensure deadlines are met.
- Supervise childs homework approximately 1–2 times per week where required.
- Help Ella organise schoolwork, projects and upcoming requirements.
- Assist with printing, research preparation and general project organisation.
- Help ensure school requirements are not discovered the night before they are due.
- Assist with family plans, birthdays, outings and appointments.
- Help coordinate children's activities and logistics where required.
Overnight Support:
- Approximately 2–3 nights every 4–6 weeks
- Assist with arranging flights, accommodation, rental vehicles and travel itineraries for my Johannesburg trips.
- Sleep at the family home.
- Provide responsible adult supervision for the children.
- Ensure normal household and school routines continue.
- Coordinate school, activities and transport during my absence.
- Be the responsible point of contact at home while I am away.
- Work with the existing household staff to ensure the home continues to run normally.
Equestrian / Family Logistics:
Horse/equestrian experience would be advantageous but is not essential. A willingness to learn and be comfortable around horses is important.
- Assist with horse-show and riding logistics.
- Coordinate show packing and preparation lists.
- Assist with entries, clothing, equipment and requirements.
- Assist with travel/accommodation and show preparation where required.
- Help ensure the family is organised before show weekends rather than everything happening at the last minute.
- Assist with transport/logistics where riding or school commitments overlap.
- Assist with organising supplies and other practical show requirements.
Business Administration:
- Checking my emails, and addressing what I am not needed for, and flagging what needs my attention.
- Maintaining my executive/personal Monday.com tasks, flagging areas, identifying and brining to my attention deadlines, tasks that need my attention.
- Capturing actions arising from meetings.
- Reminding me of outstanding approvals or decisions.
- Following up information I have requested from managers.
- Tracking delegated actions and following up agreed deadlines where appropriate.
- Assisting with travel and meeting arrangements.
- Basic preparation and organisation of documents or information for my review. (Monthly Management Packs – ensuring Managers have submitted the required information, for Assistant to prepare pack for me to review).
- Helping ensure that matters I have delegated do not unnecessarily come back to me.
Should you not receive a response within the next 2 weeks, please consider your application unsuccessful. Vacancies are advertised on our website,
you wish to keep abreast with our active roles.
IMPORTANT NOTICE
By applying to this advert you hereby acknowledge that you have read and accept the following Protection of Personal Information ACT (POPIA) disclaimer:
I hereby consent for Talented Recruitment to process my personal information as part of the recruitment process. Talented Recruitment shall take all reasonable measures to protect the personal information of applicants and for the purpose of this disclaimer “personal information” shall be defined as detailed in the Protection of Personal Information Act, Act 4 of 2013 (“POPIA”).
