Personal Assistant

This is a fully remote position, open to applicants in South Africa.

📋 Description

• Oversee calendars, appointments, meetings, and schedules.

• Organize meetings, prepare agendas, and ensure appointments are arranged effectively.

• Manage, prioritize, draft, and reply to routine email communications.

• Follow up on pending emails, action items, and requests.

• Coordinate travel, accommodation, and other logistical needs as required.

• Proactively identify and address scheduling conflicts.

• Prepare, issue, distribute, and verify invoices along with supporting documentation.

• Maintain billing records, invoice trackers, and financial spreadsheets.

• Monitor outstanding invoices and assist with payment follow-ups.

• Act as a liaison with clients, suppliers, internal teams, accountants, bookkeepers, and finance departments.

• Generate statements, expense summaries, financial reports, and routine financial overviews.

• Keep financial records, administrative databases, expense records, receipts, payments, and reimbursements organized.

• Assist in accounts payable, accounts receivable, invoice reconciliation, expense monitoring, and budget tracking.

• Support the preparation and organization of bookkeeping and accounting documents.

• Provide daily administrative support to management and team members.

• Prepare, format, and maintain documents, reports, presentations, and correspondence.

• Ensure electronic filing systems and document records are well-maintained.

• Manage office supplies, handle administrative requests, data entry, record keeping, and updates to internal systems.

• Track deadlines, follow up on tasks, and perform other reasonable administrative duties.

⛳️ Requirements

• Prior experience in roles such as Personal Assistant, Executive Assistant, Administrative Assistant, Office Administrator, or similar positions.

• Hands-on experience in billing, invoice preparation, and basic financial administration.

• Experience in managing calendars, appointments, email correspondence, and business communications.

• Solid understanding of basic accounts payable and accounts receivable processes.

• Proficient in Microsoft Office, particularly Outlook, Word, and Excel, or similar productivity tools.

• Experience in maintaining spreadsheets, financial trackers, and administrative records.

• Strong written and verbal communication abilities.

• Excellent organizational skills and keen attention to detail.

• Capability to manage multiple tasks, prioritize workloads, and meet deadlines.

• High degree of professionalism and discretion when dealing with confidential business and financial information.

• Preferred: Relevant qualifications or training in business administration, finance, accounting, or a related field.

• Preferred: Experience in supporting senior management, business owners, or executives.

• Preferred: Familiarity with accounting and invoicing software like Xero, QuickBooks, Sage, or similar platforms.

• Preferred: Experience in preparing financial reports, expense summaries, and payment tracking records.

• Preferred: Familiarity with cloud-based document management, scheduling, and task management systems.

• Preferred: Experience working independently in a fast-paced or remote working environment.

🏝️ Benefits

• Competitive salary and performance-based incentives.

• Opportunities for professional development and training.

• Supportive work environment with a focus on teamwork.

• Flexible working hours and remote work options.

• Comprehensive health and wellness benefits.