Hiring a Personal Assistant to the Chief Operating Officer (COO) at Oasis Group Holdings

Introduction

We are seeking a highly professional, discreet, and experienced Personal Assistant to provide comprehensive support to the Chief Operating Officer (COO) of a financial services firm. The successful candidate will be responsible for delivering administrative support and managing confidential personal matters. This role requires exceptional attention to detail, and the ability to manage multiple priorities with absolute integrity and discretion.

Duties & Responsibilities

Executive Support to the COO

• Manage and maintain the COO’s calendar, schedule internal and external meetings, and arrange appointments, ensuring all logistics are handled efficiently.

• Conduct weekly diary planning sessions with the COO to review and confirm upcoming engagements, events, and strategic commitments.

• Ensure thorough preparation for all meetings, including compiling and distributing agenda packs, reports, and relevant documentation in advance.

• Coordinate meetings between the COO and executive leadership, board committees, regulatory bodies, and key stakeholders.

• Manage a daily executive folder containing all relevant papers, reports, memoranda, and action items requiring immediate attention.

• Prepare business correspondence, draft general replies, and record dictation as required.

• Attend meetings, minute discussions, and track follow-up actions to completion.

• Ensure that the COO is fully briefed and prepared for all professional engagements, including conferences, board meetings, and public appearances.

• Maintain an effective and accurate electronic and hard copy filing system, with attention to document version control, signed approvals, and secure recordkeeping.

• Screen all incoming calls, emails, and requests to the COO, prioritising matters and ensuring urgent communications are acted upon promptly.

• Ensure that the COO’s calendar is comprehensively planned and aligned to daily, weekly, monthly, and quarterly strategic objectives.

• Maintain strict adherence to deadlines and escalate non-compliance or risks to the COO immediately.

• Ensure all guests meeting with the COO are received professionally and their requirements are addressed.

Personal Assistance

• Attend to personal and family-related scheduling, travel, and lifestyle management in strict confidence.

• Organise domestic and international personal travel, accommodation, and event planning for the COO and family members as required.

• Manage personal errands, financial administration, bill payments, and vendor coordination.

• Liaise with household staff and service providers on behalf of the COO, ensuring seamless execution of personal responsibilities.

• Support with ad hoc personal tasks and lifestyle management.

Regulatory Compliance

• Maintain and safeguard confidential information in accordance with POPIA (Protection of Personal Information Act).

Desired Experience & Qualification

Qualifications and Experience

• Bachelor’s degree in business administration or related field.

• Qualification in Office Administration or Management advantageous. This may include a Diploma - Executive Secretary / Executive Personal Assistant

• Completion of a Professional Business Writing / Minute Taking course advantageous

• Minimum 5 years of experience in a senior Executive Assistant or Personal Assistant role, preferably supporting C-suite executives in a regulated financial services environment.

• Advanced proficiency in Microsoft Office Suite, Google Workspace, and document management systems.

• Experience in diary management, international travel coordination, and executive-level communication (essential).

Competencies and Attributes

• Excellent organisational and administrative skills with the ability to manage multiple, complex priorities.

• Strong written and verbal communication skills with a high degree of professional polish.

• Sound judgement, diplomacy, and emotional intelligence.

• Ability to manage and enforce accountability while maintaining positive working relationships.

• Meticulous attention to detail with the ability to anticipate needs and proactively manage follow-up.

• Capacity to handle last-minute changes and work calmly under pressure.

• Demonstrated discretion and loyalty in dealing with confidential and sensitive matters.

• Professional presence, adaptable, and aligned with the work habits and preferences of the COO.

Working Conditions

• Full-time, on-site role based in Cape Town.

• Flexibility required to accommodate extended hours, early meetings, and occasional weekend commitments.

Interested?

Careerline Recruitment

Faadhila Cassim

46 Upper Primrose avenue

7708 Bishopscourt