Personal Assistant (2 Directors)

On Line Personnel; Gqeberha; On-site; ZAR 180,000 - 340,000; Full time

Job summary

On Line Personnel is seeking a Personal Assistant to support two directors in Gqeberha. The role involves secretarial duties, diary coordination, and client liaison to maintain smooth operations.

The ideal candidate will have Grade 12 and either a Secretarial Diploma or equivalent experience, with advanced MS Office skills and attention to detail. Duties include financial document handling and maintaining accurate records.

Qualifications

• Grade 12 is required.
• Secretarial diploma or 5 years of secretarial experience.
• Advanced Microsoft Office skills; GreatSoft advantageous.

Responsibilities

• Manage incoming and outgoing mail and email.
• Electronic diary management for two directors.
• Typing client correspondence, invoices, and credit notes.
• Sending statements and performing debtor reconciliations.
• Maintain client database and filing of documents.
• Handle client queries via phone and in person.

Skills

Communication skills

Interpersonal skills

Advanced typing skills

Organizational skills

Client service skills

Telephone skills

Education

Grade 12

Secretarial Diploma OR 5 years of Secretarial experience

Tools

Microsoft Office (advanced level)

GreatSoft (advantageous)

Job description

Job Position: Personal Assistant (2 Directors)

Ref: 5271

Location: PE/Gqeberha

Salary: Commensurate with qualification and experience

Qualifications / Requirements:

• Grade 12
• Secretarial Diploma OR 5 years of Secretarial experience
• Required computer packages experience:
  • Microsoft Office (advanced level)
  • GreatSoft (advantageous)

Skills:

• Communication skills
• Interpersonal skills
• Advanced typing skills
• Organizational skills
• Client service skills
• Telephone skills

Competencies

• Computer literacy
• Confidentiality
• Ability to prioritize and manage workload
• Accuracy and attention to detail
• Basic accounting knowledge

Competencies:

• Computer literacy
• Confidentiality
• Ability to prioritize and manage workload
• Accuracy and attention to detail
• Basic accounting knowledge

Key Performance Areas:

• Management of incoming and outgoing mail and email
• Electronic diary management
• Typing of client correspondence, invoices and credit notes
• Sending statements
• Debtor’s recons
• Keeping debtor’s age analysis up to date with payments and following up with clients
• Filing of documents
• Dealing with clients’ telephonic and personal queries
• Certificates
• Maintaining client database
• Financial statements – printing of financial statements, sending to clients for signature, sending signed copies for their records, and preparing minutes and resolutions (trusts)
• Following up on outstanding signed documentation (engagement letters, tax returns and financials)
• Updating Directors locking lists
• Maintaining the Director’s timesheets
• Trust Work
• Preparation of various documents for new clients
• Assist the Directors with valuations when necessary
• Preparation of quotations
• Compliance with the System of Quality Management (SOQM), policies and procedures
• Compliance with Employee Code of Conduct
• Typing of financials when needed
• Maintaining the "financials tracker/income tax return" spreadsheet
• Update PA register for all incoming signed financials
• Update AUP (agreed upon procedures) locking register