Personal Assistant

PKF Octagon; Johannesburg; On-site; ZAR 50 000 - 200 000; Part time

Job summary

An established industry player is looking for a dedicated Personal Assistant to provide exceptional administrative and personal support to the Director. This part-time role involves managing correspondence, organizing records, and coordinating various tasks, ensuring smooth day-to-day operations. The ideal candidate will possess strong organizational and communication skills, with a keen attention to detail and the ability to maintain confidentiality. Join a dynamic team where your contributions will make a significant impact on the efficiency and success of the organization.

Qualifications

• 3 to 5 years experience as a Personal Assistant or in a similar role.
• Diploma in Business Administration or Office Administration.

Responsibilities

• Provide high-level administrative support to the Director.
• Manage correspondence, scheduling, and document organization.
• Handle financial requests and deceased estate transactions.

Skills

Organisational Skills

Time Management

Discretion and Confidentiality

Communication Skills

Problem-Solving Ability

Financial Acumen

Adaptability and Flexibility

Initiative and Proactiveness

Professionalism and Interpersonal Skills

Attention to Detail

Digital Adeptness

Event Coordination

Resourcefulness

Team Collaboration

Education

Diploma in Business Administration

Diploma in Office Administration

Job description

We are seeking a Personal Assistant. The successful applicant will be responsible for providing high-level administrative and personal support to the Director, on a part-time basis, ensuring efficiency in day-to-day operations.

Main responsibilities and accountabilities :

The successful applicant will be required to handle (but is not limited to) the following :

Administrative Support

• Manage correspondence, including typing letters, resolutions, AGM minutes, and general documents from recordings or emails.
• Organize and maintain company records, correspondence files, and minute books.
• Prepare financial documents such as monthly turnover figures, debit notes, and personal invoices for the Director.
• Arrange document deliveries and collections, including couriering documents overseas.
• Order and maintain office supplies and stationery for the Director and team.
• Handle scheduling, calendar management, and meeting coordination.
• Assist with event planning for internal functions such as team events, birthdays, and special occasions.
• Upload and manage client information on Digital Cabinet, granting access to necessary files.
• Process financial requests, including validating and releasing vendor status on online banking.
• Provide direct support to the Director in managing professional and personal matters.
• Arrange travel, accommodation, and logistics for business-related and personal commitments.
• Maintain confidentiality and discretion when handling sensitive information.
• Coordinate various personal tasks such as scheduling appointments, organizing personal expenses, and overseeing relevant paperwork.

Business Online Banking

• Manage business banking tasks, including creating beneficiaries, processing payments, and ensuring financial transactions are completed accurately.
• Oversee deceased estate transactions, including banking account generation, payments to creditors, and processing inheritance distributions.
• Assist with financial reconciliation, travel expense summaries, and year-end reporting.

Deceased Estates Administration

• Open and manage deceased estate files, ensuring all necessary forms are completed.
• Establish Estate Late banking accounts via Online Banking and obtain proof of account details.
• Adjust transaction limits on general and estate accounts.
• Draft correspondence for the Master of the High Court, including requests for information and document submissions.
• Arrange document submissions to the Master of the High Court via the company driver to finalize estates.
• Process creditor payments from deceased estate accounts.
• Coordinate obituary advertisements in The Star and Government Gazette, ensuring copies are obtained.
• Organize and file all deceased estate documents and correspondence.
• Follow up with financial institutions regarding deceased accounts (e.g., credit cards, medical aid, etc.).
• Facilitate the closure of estate accounts once all obligations are met.
• Organisational Skills – Ability to efficiently manage tasks, schedules, and documentation while maintaining attention to detail.
• Time Management – Strong ability to prioritise and handle multiple responsibilities with efficiency and professionalism.
• Discretion and Confidentiality – Maintains the utmost confidentiality in handling sensitive and personal matters.
• Communication Skills – Excellent verbal and written communication for effective correspondence and interaction with stakeholders.
• Problem-Solving Ability – Capable of anticipating challenges and finding proactive solutions in a fast-paced environment.
• Financial Acumen – Understanding of financial processes, including banking transactions, invoices, and reconciliations.
• Adaptability and Flexibility – Ability to handle dynamic situations and adjust to changing priorities with ease.
• Initiative and Proactiveness – Takes ownership of tasks and identifies areas for improvement without constant direction.
• Professionalism and Interpersonal Skills – Ability to engage with individuals at all levels with diplomacy and professionalism.
• Attention to Detail – Ensures accuracy in documentation, financial processing, and administrative duties.
• Digital Adeptness – Comfortable working with digital tools, online banking platforms, and document management systems.
• Event Coordination – Skilled in organising personal and professional events
• Resourcefulness – Strong ability to find information, manage logistics, and handle unexpected challenges efficiently.
• Team Collaboration – Works effectively with colleagues, clients, and executives, fostering positive relationships.

Experience and qualifications :

• Diploma in Business Administration or Office Administration
• At least 3 to 5 years experience as a Personal Assistant or in a similar role