AP - Personal Assistant | Remote South Africa

We are seeking a highly organised, proactive, and detail-oriented Personal Assistant to provide comprehensive administrative support, including diary and email management, billing, invoicing, and basic financial administration.

The successful candidate will be responsible for managing day-to-day administrative tasks, coordinating schedules, handling correspondence, preparing invoices, maintaining financial records, and supporting the smooth and efficient operation of the business.

The ideal candidate will have excellent organisational and communication skills, strong attention to detail, and the ability to manage multiple priorities while maintaining confidentiality and professionalism.

Key Responsibilities

1. Diary and Email Management

• Manage calendars, appointments, meetings, and schedules.
• Coordinate meetings, prepare agendas where required, and ensure appointments are scheduled efficiently.
• Monitor and manage incoming emails, prioritise correspondence, and draft or respond to routine communications.
• Follow up on outstanding emails, action items, and pending requests.
• Arrange travel, accommodation, and other logistical requirements when necessary.
• Maintain an organised schedule and proactively identify and resolve scheduling conflicts.

2. Billing and Invoicing

• Prepare, issue, and distribute invoices accurately and within agreed timelines.
• Verify billing information, rates, quantities, and supporting documentation before issuing invoices.
• Maintain accurate billing records and update invoice trackers or financial spreadsheets.
• Monitor outstanding invoices and assist with payment follow-ups.
• Liaise with clients, suppliers, and internal teams regarding billing queries and discrepancies.
• Assist with preparing statements, expense summaries, and other billing-related reports.
• Ensure invoices and supporting documents are properly filed and readily accessible.

3. Basic Financial Administration

• Maintain and update financial records, spreadsheets, and administrative databases.
• Record and track business expenses, receipts, payments, and reimbursements.
• Assist with accounts payable and accounts receivable administration.
• Reconcile invoices, receipts, and payment records against available documentation.
• Assist in monitoring expenses and maintaining basic budget trackers.
• Prepare routine financial summaries and reports for management review.
• Support the preparation and organisation of documents required for bookkeeping and accounting.
• Liaise with accountants, bookkeepers, or finance teams to resolve routine administrative queries.
• Handle financial information confidentially and ensure records are maintained accurately.

4. General Administrative Support

• Provide day-to-day administrative assistance to management and other team members.
• Prepare, format, and maintain documents, reports, presentations, and correspondence.
• Maintain organised electronic filing systems and document records.
• Manage office supplies, administrative requests, and other operational tasks as required.
• Coordinate communications with clients, suppliers, and other stakeholders.
• Assist with data entry, record keeping, and updating internal systems.
• Track deadlines, follow up on outstanding tasks, and ensure administrative activities are completed on time.
• Undertake other reasonable administrative duties as required by the business.

Requirements

Required Qualifications and Experience

• Previous experience as a Personal Assistant, Executive Assistant, Administrative Assistant, Office Administrator, or in a similar role.
• Practical experience in billing, invoice preparation, and basic financial administration.
• Experience managing calendars, appointments, email correspondence, and business communications.
• Good understanding of basic accounts payable and accounts receivable processes.
• Proficiency in Microsoft Office, particularly Outlook, Word, and Excel, or equivalent productivity tools.
• Experience maintaining spreadsheets, financial trackers, and administrative records.
• Strong written and verbal communication skills.
• Excellent organisational skills and attention to detail.
• Ability to manage multiple tasks, prioritise workloads, and meet deadlines.
• High level of professionalism and discretion when handling confidential business and financial information.

Preferred Qualifications and Experience

• Relevant qualifications or training in business administration, finance, accounting, or a related field.
• Experience supporting senior management, business owners, or executives.
• Familiarity with accounting and invoicing software such as Xero, QuickBooks, Sage, or similar platforms.
• Experience preparing financial reports, expense summaries, and payment tracking records.
• Familiarity with cloud-based document management, scheduling, and task management systems.
• Experience working independently in a fast-paced or remote working environment.