Founder’s Personal Assistant / Executive Assistant

Founder’s Personal Assistant / Executive Assistant

Company: Vukago Group

Position: Founder’s Personal Assistant / Executive Assistant

Reports To: Founder & Director

Location: South Africa

Employment Type: Full-Time

About Vukago Group

Vukago Group is a growing business group with interests across travel, technology, mobility

and tourism.

The Group currently includes businesses and projects such as:

• Vukago Technology – B2B travel technology and wholesale booking platform
• Vukago Mobility – technology-driven carpool and mobility platform
• Red Knot Tourism – tourism and destination management business
• Vukago Group – the holding and management company overseeing the Group

As the Group continues to grow, we are looking for a highly organised, proactive and

trustworthy Personal Assistant / Executive Assistant to the Founder & Director.

This is a key position that will work closely with the Founder across the entire Group and

will involve a combination of personal assistance, business administration, coordination,

follow-up, project support and external representation.

ROLE PURPOSE

The primary purpose of this role is to provide comprehensive support to the Founder &

Director and help ensure that the day-to-day activities, projects, people, meetings,

administration and important deadlines across the Vukago Group are properly coordinated

and followed up.

The successful candidate will act as a central coordination point between the Founder,

internal team members, service providers, professional advisors, suppliers, partners

and other stakeholders.

The role requires someone who does not simply wait for instructions, but can identify what

needs to be done, follow up with the relevant person and keep the Founder informed.

KEY RESPONSIBILITIES

1. Personal & Executive Assistance to the Founder

• Manage the Founder’s diary, calendar and appointments.
• Schedule internal and external meetings.
• Coordinate meeting times across different companies and stakeholders.
• Prepare meeting reminders and ensure the Founder has the necessary information

before meetings.

• Assist with travel arrangements, accommodation, transportation and itineraries.
• Organise documents, presentations and information required for meetings.
• Maintain a list of important tasks, deadlines and follow-ups for the Founder.
• Follow up on commitments made by the Founder and ensure actions are completed.
• Handle routine correspondence and communications on behalf of the Founder when

required.

• Assist with personal administrative tasks related to the Founder’s business activities.

2. Group Administration & Coordination

• Maintain organised records for Vukago Group and its individual businesses.
• Assist with maintaining company documents, agreements, registrations, licences,

certificates and other important records.

• Maintain a central calendar of important business dates and deadlines.
• Keep track of contracts, renewals, subscriptions and service agreements.
• Ensure important documents are properly filed and easily accessible.
• Assist in preparing reports, spreadsheets, presentations and internal documents.
• Coordinate administrative requirements between the different Group companies.

3. Team Coordination & Follow-Up

The PA will help the Founder maintain visibility over what is happening across the Group.

Responsibilities include:

• Maintain an overview of the responsibilities and ongoing work of team members.
• Follow up with employees and contractors regarding outstanding tasks.
• Monitor project deadlines and deliverables.
• Request regular updates from team members.
• Identify delayed or outstanding items and bring them to the Founder’s attention.
• Coordinate communication between different departments and companies.
• Maintain task lists and project trackers.
• Prepare periodic updates for the Founder regarding the status of important projects.

The PA is not expected to manage the team in a traditional managerial capacity, but will

assist the Founder by ensuring that agreed tasks and deadlines are being followed up.

4. Accounts & Financial Administration Coordination

The PA will assist the Founder in maintaining an overview of the Group's financial

administration.

Responsibilities may include:

• Collecting invoices and supporting documents.
• Forwarding invoices and documents to the relevant accountant or finance person.
• Maintaining records of outstanding payments and invoices.
• Following up on documents required by accountants.
• Maintaining a calendar of payment, tax and financial deadlines.
• Assisting with expense records and supporting documentation.
• Preparing basic administrative summaries for the Founder.
• Following up with accountants, banks and service providers when instructed.
• Bringing overdue or unusual financial matters to the Founder’s attention.

The PA will not be responsible for professional accounting, tax or financial decisions

unless specifically authorised and appropriately qualified.

5. Compliance & Corporate Administration

Under the guidance of the Founder and relevant professional advisors, the PA will assist with

keeping the Group's compliance matters organised.

This may include:

• Maintaining a compliance calendar.
• Tracking company registrations and renewals.
• Keeping copies of company certificates and statutory documents.
• Coordinating with accountants, lawyers, company secretaries and other professional

advisors.

• Collecting information and documents required for compliance submissions.
• Following up on outstanding compliance matters.
• Maintaining records of agreements and important corporate documents.
• Reminding the Founder of upcoming deadlines and required actions.

The PA will be expected to coordinate and monitor compliance, rather than independently

provide legal, tax or regulatory advice.

6. Meetings & External Representation

The role may occasionally require the PA to represent the Founder or Vukago Group in

meetings and business activities.

Responsibilities may include:

• Attending meetings with suppliers, partners, service providers and other stakeholders.
• Representing the Founder when specifically authorised.
• Taking detailed meeting notes.
• Recording decisions, responsibilities and deadlines.
• Following up after meetings.
• Communicating agreed information to the relevant team members.
• Travelling when required for meetings, events, supplier visits or business activities.

The PA must maintain a professional image and represent the Group appropriately at all

times.

7. Travel Coordination

The PA may be required to travel occasionally as part of the role.

This may include:

• Domestic travel within South Africa.
• Accompanying the Founder on business trips when required.
• Travelling independently to attend meetings on behalf of the Founder.
• Organising flights, accommodation and transportation.
• Preparing travel itineraries.
• Coordinating meetings during business trips.
• Maintaining travel-related documentation and expenses.

8. Project & Business Development Support

Because Vukago Group is a growing organisation, the PA will also assist the Founder with

various projects.

This may include:

• Researching companies, suppliers, partners and potential opportunities.
• Preparing information for meetings.
• Assisting with investor-related administration.
• Maintaining investor and stakeholder records.
• Coordinating business proposals and presentations.
• Following up with prospective partners and suppliers.
• Assisting with new business launches.
• Coordinating tasks between developers, marketers, employees, suppliers and

professional advisors.

• Assisting with special projects initiated by the Founder.

The role will evolve as the Group grows.

9. Communication & Correspondence

• Monitor and organise business correspondence when required.
• Draft routine emails and messages for the Founder.
• Follow up with suppliers, p