Our client
is the Berlin-based Managing Director and owner of an expanding portfolio of
luxury boutique lodges in Southern Africa. Operating across Europe and South
Africa, the client and her family maintain a high-net-worth (HNW) lifestyle
alongside a global travel business head quartered in Germany.
We are
seeking a poised, highly organised, and self-motivated Executive &
Personal Assistant to serve as the Managing Director's direct right hand
across both her business ventures and personal life. Bridging executive
operations (2/3) and personal/lifestyle support (1/3), this role requires a
proactive professional who can anticipate needs, manage multi-time-zone
commitments, and navigate a fast-paced, non-routine environment with utmost
discretion.
On-site meetings in Cape Town will be required from time to time when the family is based in South Africa. For this reason, it is imperative that the individual resides in the Western Cape.
Key Responsibilities
Business
& Executive Administration (67% of role)
- Manage, triage, and
organise inboxes; draft high-level correspondence in the MD’s voice; run
daily briefings and weekly look-aheads.
- Process supplier
invoice capture and payment runs, liaise with accountants, and manage
reconciliations via Xero and Hubdoc.
- Assist lodge General
Managers with property maintenance administration, staffing records,
onboarding, and quality control checks.
- Brief and liaise with
designers, printers, and photographers for collateral, uniforms, signage,
and guest experience projects.
- Act as a central bridge
between South African lodge operations, project suppliers, and the
family’s business office in Germany.
Personal,
Family & Concierge Support (33% of role)
- Manage complex
international travel itineraries (flights, accommodation, visas), personal
scheduling, and lifestyle/concierge arrangements.
- Oversee contractors,
deliveries, and service providers for the Berlin home; manage medical,
appointment, and personal subscription logistics.
- Provide discreet
administrative and care-coordination support for an elderly family member
in South Africa.
Requirements
- Proven track record
supporting C-suite executives, business owners, or HNW families in a
private office, family office, or luxury hospitality/estate environment.
- Prior exposure to
boutique hospitality, luxury travel, interior design, estate management,
or project coordination.
- Hands-on experience
with basic bookkeeping (Xero/Hubdoc), Google Workspace, MS Office, and
task/property management systems.
- Strong understanding of
secure AI tool usage, paired with rigorous data protection practices
regarding confidential commercial, financial, and family records.
- Valid driver’s license,
reliable vehicle, valid passport, and willingness to travel regularly to
lodges in SA (with potential international travel to Germany).
- Exceptional written and
spoken English. Working knowledge or fluency in German is highly
advantageous for liaison with the Berlin office.
Benefits
25 working days annual leave
