Personal Assistant
- Port Elizabeth, Eastern Cape
- Permanent
- Full-time
- 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.