Personal Assistant

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

• 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.

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