Personal Assistant (PA)

Key Duties

• Manage incoming and outgoing mail and email
• Maintain electronic diaries and schedules
• Typing of client correspondence, invoices, credit notes, and statements
• Prepare and update debtor reconciliations and age analysis; follow up with clients regarding payments
• File documents electronically on CDM
• Handle telephonic and in-person client queries in a professional manner
• Prepare and issue EME certificates
• Maintain and update the client database
• Financial Statements:
  
  • Print financial statements and send to clients for signature
  • Distribute signed copies for client records
  • Prepare minutes and resolutions for trusts
• Follow up on outstanding signed documentation (e.g., engagement letters, tax returns, financials)
• Update directors’ locking lists and maintain directors’ timesheets
• Trust Work: preparation of various documents for new clients
• Assist directors with valuations as required
• Preparation of quotes and proposals
• Ensure compliance with the firm’s System of Quality Management (SOQM), internal policies, and procedures
• Adhere to the firm’s Employee Code of Conduct, including SAICA, IRBA, and IESBA ethical guidelines
• Typing of financials when required
• Maintain and update the “Financials Tracker/Income Tax Return” spreadsheet
• Update the PA Register for all incoming signed financials
• Update the AUP (Agreed Upon Procedures) Locking Register

Academic Qualifications Required

• Grade 12 (Matric)
• Secretarial Diploma OR
• Minimum 5 years of secretarial experience

Required Computer Packages

• Microsoft Office (Advanced level – compulsory)
• GreatSoft (advantageous)

Skills, Competencies & Experience Required

• Excellent communication and interpersonal skills
• Advanced typing and document preparation skills
• Strong organisational and time-management abilities
• Client service orientation
• Professional telephone etiquette

• High level of computer literacy
• Ability to prioritise and manage workload effectively
• Accuracy and attention to detail
• Strong sense of confidentiality
• Basic accounting knowledge