Executive Personal Assistant

The Sales Centre co; Cape Town; On-site; ZAR 200 000 - 300 000; Full time

Job summary

An independent financial planning firm seeks an exceptional Executive Personal Assistant to support the Founder and Principal Adviser. This pivotal role involves managing complex workflows, ensuring high-quality client interactions, and supporting the operational side of the business. Ideal candidates will have proven experience in administrative support, strong organisational skills, and excellent communication abilities, all while adhering to confidentiality. This is a unique opportunity to thrive in a client-centric environment in Cape Town. Salary is $800.

Qualifications

• Proven experience supporting a senior executive in a professional services environment.
• Strong organisational and prioritisation skills.
• Confidence using multiple software systems.
• Excellent written and verbal communication in clear, plain English.

Responsibilities

• Provide executive support to the Principal Adviser, managing schedules and communication.
• Coordinate client experiences and manage workflows effectively.
• Maintain operational dashboards and assist with reporting.
• Support marketing and relationship activities within the firm.

Skills

Organisational skills

Communication skills

Confidentiality management

Client coordination

Tools

CRM systems

Various software systems

Job description

Salary: $800

Our client is an independent financial planning firm helping individuals and families bring their mortgages, investments, pensions, protection and estate planning together into one joined-up plan. Clients come to our client to take the pressure off their finances and feel more in control of their future.

Our client is now looking for an exceptional Executive Personal Assistant to support the Founder and Principal Adviser. This is a pivotal, trusted role at the heart of the business.

You will not provide regulated financial advice. Instead, you will orchestrate the people, systems and information that sit around the advice process — protecting the adviser’s time and focus, coordinating complex workflows, and ensuring every client experience reflects our client’s values.

The role

As Executive PA to the Principal Adviser, you act as an extension of the adviser: anticipating needs, coordinating moving parts, and ensuring nothing slips through the cracks.

Your work spans executive support, client coordination and operational workflow — all with one goal: enabling high-quality client conversations and long-term planning.

This role suits someone who thrives on structure, clarity and ownership, and who genuinely enjoys making complex processes feel simple for others.

Key responsibilities

1. Executive support to the Principal Adviser

• Strategic diary management: booking, prioritising and protecting time for client meetings, preparation, follow-up, networking, coaching and internal planning.

• Inbox triage and email management:

  • Routing emails to processing, operations and wealth teams.

  • Flagging items requiring the adviser’s personal attention.

  • Posting key lender and provider updates into the appropriate internal groups.

• Meeting preparation and follow-up:

  • Assembling fact-finds, previous advice documents, financial plans, product overviews and provider reports.

  • Preparing agendas and checklists.

  • Capturing actions and converting them into tasks or operational tickets.

• Handling confidential client and business information with discretion and professionalism.

2. Client coordination and experience

• Acting as first point of contact for many day-to-day client queries (non-advice), providing updates, managing expectations and arranging next steps.

• Managing the end-to-end client journey across:

  • Mortgages.

  • Protection.

  • General insurance.

  • Estate planning workflows.

  • Investment and financial planning reviews.

• Sending timely, plain-English updates so clients always know “where we are now” and “what happens next”.

• Coordinating client feedback requests following successful completions.

3. Operational workflow and systems coordination

• Maintaining and improving operational dashboards, KPIs and reporting.

• Creating, assigning and monitoring tasks for one-off and recurring operational items.

• Liaising with providers, networks and platforms to progress cases and resolve queries.

• Supporting CPD tracking and logging.

• Maintaining accurate CRM records and document filing across all core systems.

4. Marketing and relationship support

• Coordinating blog uploads, website updates and light edits.

• Supporting newsletters and client campaigns.

• Preparing client-friendly summaries and covering emails aligned with the firm’s tone: warm, clear and practical.

• Supporting introducer and relationship activity logging and reporting.

5. Compliance and business management support

• Assisting with preparation of files for network sign-off.

• Triggering and tracking file checks, commission queries and remedial actions.

• Supporting quarterly planning and maintaining up-to-date process documentation.

About you

Essential

• Proven experience supporting a senior executive in a professional services environment.

• Strong organisational and prioritisation skills.

• Confidence using multiple software systems.

• Excellent written and verbal communication in clear, plain English.

• Trusted with confidential information.

Helpful (but trainable)

• Understanding of UK financial advice, mortgages, protection or estate planning.

• Familiarity with regulated environments and compliant record-keeping.

Personal qualities

• Client-centred and empathetic.

• A careful listener who reflects information accurately.

• Proactive, calm and solutions-focused.

• Strong ownership mindset.

• Comfortable protecting independence and doing the right thing for clients.