Personal Assitant

Headhunters; Gqeberha; On-site; ZAR 50,000 - 200,000; Full time

Job summary

A recruitment firm in Port Elizabeth is seeking a Personal Assistant to support four Directors. The ideal candidate should have a Grade 12 qualification and at least 5 years of secretarial experience. Duties include managing correspondence, maintaining diaries, and ensuring compliance with organizational procedures. The position requires advanced Microsoft Office skills. If you're detail-oriented and skilled in administration, this role offers a chance to contribute to a dynamic team.

Qualifications

• Minimum 5 years secretarial experience required.
• Academic qualifications related to the role are mandatory.
• Advanced level Microsoft Office skills are crucial.

Responsibilities

• Manage incoming and outgoing mail and email correspondence.
• Maintain electronic diaries and calendars.
• Type client correspondence, invoices, and credit notes.
• Maintain and update the client database.
• Ensure compliance with internal quality management systems.

Skills

Secretarial experience

Advanced Microsoft Office skills

GreatSoft

Education

Grade 12

Job description

Our Client in the Accounting Industry is seeking to employ a Personal Assistant to 4 Directors to their team based in Port Elizabeth.

Requirements:

• Academic Qualifications Required
• Grade 12
• 5 years minimum secretarial experience
• Microsoft Office (advanced level)
• GreatSoft (advantageous)

Responsibilities, but not limited to:

• Manage incoming and outgoing mail and email correspondence.
• Maintain electronic diaries and calendars.
• Type client correspondence, invoices, and credit notes.
• Send statements and perform debtor reconciliations.
• Keep the debtors' age analysis updated; follow up on outstanding payments.
• File documents electronically using a document management system.
• Handle client queries, both telephonically and in person.
• Process and manage EME certificates.
• Maintain and update the client database.
• Manage financial statements: print, send for signature, distribute signed copies, and prepare minutes and resolutions (specifically for trusts).
• Follow up on outstanding signed documentation (e.g., engagement letters, tax returns, financials).
• Update directors’ locking lists and maintain timesheets.
• Provide administrative support for trust-related work.
• Prepare documentation for onboarding new clients.
• Assist directors with valuations when required.
• Prepare quotes for client services.
• Ensure compliance with internal quality management systems, policies, and procedures.
• Adhere to the organization's employee code of conduct, including regulatory and ethical standards.
• Type financial statements as needed.
• Maintain financial tracking spreadsheets (e.g., financials tracker/income tax return).
• Update the PA register for all incoming signed financials.
• Maintain the AUP (Agreed Upon Procedures) locking register.

Please note that should you not receive a response within 2 weeks of applying, you may consider your application unsuccessful.

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