SUMMARY:

New Vacancy: Personal Assistant

POSITION INFO:
Job Description Academic Qualifications & Experience Grade 12 \/ Matric Secretarial Diploma or a minimum of 5 years' relevant secretarial experience Required Computer Skills Advanced proficiency in Microsoft Office (Word, Excel, Outlook) Experience with GreatSoft will be advantageous Skills, Competencies & Experience Skills Excellent written and verbal communication skills Strong interpersonal and client service skills Advanced typing and document preparation skills Excellent organisational and administrative skills Professional telephone etiquette Ability to work effectively with clients and internal stakeholders Competencies Strong computer literacy High level of confidentiality and discretion Ability to prioritise tasks and manage multiple deadlines Excellent accuracy and attention to detail Basic accounting knowledge Ability to work independently and as part of a team Key Duties & Responsibilities Manage incoming and outgoing mail and emails Manage electronic diaries and appointments Prepare and type client correspondence and documentation Prepare invoices, credit notes and client statements Perform debtor reconciliations and maintain accurate debtor records Keep debtor age analysis updated, allocate payments and follow up on outstanding amounts File and maintain client documentation electronically on CDM Handle client queries professionally via telephone and in person Prepare and maintain EME certificates Maintain accurate and up-to-date client databases Manage financial statement administration, including: Printing financial statements Sending statements to clients for signature Distributing signed copies for record purposes Preparing minutes and resolutions for trusts Follow up on outstanding signed documentation, including engagement letters, tax returns and financial statements Update directors' locking lists and maintain directors' timesheets Assist with trust-related administrative work Prepare documentation and information for new clients Assist directors with valuations when required Prepare client quotes and related documentation Type financial statements and other documents when required Maintain the Financials Tracker \/ Income Tax Return spreadsheet Update the PA Register for all incoming signed financial statements Maintain and update the AUP (Agreed Upon Procedures) locking register Ensure all administrative processes comply with the firm's System of Quality Management (SOQM), policies and procedures Maintain compliance with the firm's Employee Code of Conduct, including applicable SAICA, IRBA and IESBA requirements Key Performance Expectations Accurate and timely completion of all administrative and secretarial duties Professional and responsive client service Effective management of deadlines, diaries and documentation Strict confidentiality when handling client and company information Accurate maintenance of financial, debtor and compliance records Consistent adherence to firm policies, procedures and quality standards