Personal Assistant

University of Fort Hare; Gqeberha; On-site; ZAR 100,000 - 167,000; Full time

Job summary

University of Fort Hare is seeking a highly organized Personal Assistant to provide comprehensive support to two directors. The role requires discretion, accuracy, and strong administrative expertise.

Responsibilities include managing diaries, drafting client correspondence, preparing invoices and statements, handling debtor reconciliations, filing, and ensuring compliance with the firm’s quality management system.

Qualifications

• Grade 12
• Secretarial Diploma OR 5 years’ proven secretarial experience
• Advanced proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint)
• Experience with GreatSoft (advantageous)
• Excellent communication and interpersonal skills
• Advanced typing and document preparation skills
• Strong organizational and diary management abilities
• Professional client service and telephone etiquette
• High level of accuracy and attention to detail
• Ability to manage competing priorities effectively
• Confidentiality and discretion at all times
• Basic accounting knowledge (advantageous)

Responsibilities

• Manage directors’ diaries, emails, incoming/outgoing correspondence
• Draft, type, and format client correspondence, invoices, credit notes, and statements
• Handle debtors’ reconciliations and maintain updated debtor age analysis
• Filing and document management on CDM
• Manage client queries (telephonic and in-person)
• Prepare and issue EME certificates, minutes, resolutions, and compliance documents
• Maintain client databases and financial trackers
• Follow up on outstanding signed documentation (engagement letters, tax returns, financials)
• Prepare quotes, valuations (when required), and onboarding documents for new clients
• Support with trust administration and financial statement management
• Ensure compliance with firm’s System of Quality Management (SOQM)
• Policies and professional codes of conduct

Skills

Secretarial skills

Diary management

Communication skills

Microsoft Office

GreatSoft (advantage)

Education

Grade 12

Secretarial Diploma

5 years’ secretarial experience

Tools

Microsoft Office

GreatSoft

Job description

Monthly Cost To Company (Market related)

Are you a highly organized and professional individual with exceptional multitasking skills? We are seeking a Personal Assistant to provide comprehensive support to two directors within our dynamic firm. This role requires discretion, accuracy, and strong administrative expertise.

• Grade 12
• Secretarial Diploma OR 5 years’ proven secretarial experience
• Advanced proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint)
• Experience with GreatSoft (advantageous)
• Excellent communication and interpersonal skills
• Advanced typing and document preparation skills
• Strong organizational and diary management abilities
• Professional client service and telephone etiquette
• High level of accuracy and attention to detail
• Ability to manage competing priorities effectively
• Confidentiality and discretion at all times
• Basic accounting knowledge (advantageous)

Key Responsibilities:

• Draft, type, and format client correspondence, invoices, credit notes, and statements
• Handle debtors’ reconciliations and maintain updated debtor age analysis
• Filing and document management on CDM
• Manage client queries (telephonic and in-person)
• Prepare and issue EME certificates, minutes, resolutions, and compliance documents
• Maintain client databases and financial trackers
• Follow up on outstanding signed documentation (engagement letters, tax returns, financials)
• Prepare quotes, valuations (when required), and various onboarding documents for new clients
• Support with trust administration and financial statement management
• Ensure compliance with firm’s System of Quality Management (SOQM), policies, and professional codes of conduct

Minimum Requirements:

• Grade 12
• Secretarial Diploma OR 5 years’ proven secretarial experience
• Advanced proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint)
• Experience with GreatSoft (advantageous)

Skills & Competencies:

• Excellent communication and interpersonal skills
• Advanced typing and document preparation skills
• Strong organizational and diary management abilities
• Professional client service and telephone etiquette
• High level of accuracy and attention to detail
• Ability to manage competing priorities effectively
• Confidentiality and discretion at all times
• Basic accounting knowledge (advantageous)

Key Responsibilities:

• Manage directors’ diaries, emails, incoming/outgoing correspondence
• Draft, type, and format client correspondence, invoices, credit notes, and statements
• Handle debtors’ reconciliations and maintain updated debtor age analysis
• Filing and document management on CDM
• Manage client queries (telephonic and in-person)
• Prepare and issue EME certificates, minutes, resolutions, and compliance documents
• Maintain client databases and financial trackers
• Follow up on outstanding signed documentation (engagement letters, tax returns, financials)
• Prepare quotes, valuations (when required), and various onboarding documents for new clients
• Support with trust administration and financial statement management
• Ensure compliance with firm’s System of Quality Management (SOQM), policies, and professional codes of conduct

Please note that only suitable candidates will be contacted.