Executive Assistant

<p><strong>Job Description</strong><br /> This is a remote position.</p> <p>A family office owned by a trust is seeking a committed remote Executive Assistant to provide part-time support (around 20 hours per week) to its two directors. The office oversees property ownership, investments, European offices, research and development, and personal interests, with all activities managed remotely.</p> <p>The role involves a mix of administrative, financial, HR, and personal assistant tasks, requiring adaptability, accuracy, and discretion. This is an excellent opportunity for a professional who values flexibility, thrives in a dynamic environment, and takes pride in delivering work of the highest standard.</p> <p><strong>Responsibilities:</strong></p> <p>Email &amp; Communication Management:</p> <p>Monitor designated email accounts for invoices and important correspondence</p> <p>Follow up with external stakeholders on outstanding tasks</p> <p>Approx. 2–3 hrs/week</p> <p>Financial Administration:</p> <p>Organise invoices and save them in Google Drive in the correct format</p> <p>Securely log into the banking app, prepare payments (final approval by directors)</p> <p>Upload payroll data (SimplePay, 8 staff members)</p> <p>Scan and archive receipts</p> <p>Send proof of payments to suppliers</p> <p>Approx. 5–6 hrs/week, heavier in payroll weeks</p> <p>HR Support</p> <p>Update leave and sick leave in SimplePay</p> <p>Prepare contracts, manage signatures, and maintain HR files</p> <p>Save and organise sick notes and related documents</p> <p>Approx. 2 hrs/week</p> <p>Travel Coordination</p> <p>Research and book international flights, hotels, visas, insurance, and experiences</p> <p>Variable: 1–3 hrs/week, higher during peak travel planning</p> <p>General Administration</p> <p>Follow up with companies on legal, corporate, and operational matters</p> <p>Track legal cases and collect stakeholder updates</p> <p>Upload/sign documents on SignNow and distribute final versions</p> <p>Manage servicing and repairs for 7 company vehicles</p> <p>Gradually reorganize files on Google Drive</p> <p>Approx. 4–5 hrs/week</p> <p>Personal Assistant Tasks</p> <p>Manage wardrobe cataloguing apps (adding new clothing, photos, etc.)</p> <p>Book personal appointments (medical, lifestyle)</p> <p>Approx. 1–2 hrs/week</p> <p>International &amp; Specialised Communication</p> <p>Handle ongoing correspondence with companies in the Netherlands, Slovenia, Hungary, Malta, and Greece</p> <p>Communicate with yacht management companies</p> <p>Approx. 1–2 hrs/week</p> <p>Ad-hoc &amp; Problem-Solving Tasks</p> <p>Conduct online research and prepare clear reports</p> <p>Adapt to unique and changing requests from directors</p> <p>Variable: 1–3 hrs/week</p> <p><strong>Requirements</strong></p> <ul> <li>Trello (task management)</li> <li>Google Suite (Docs, Sheets, Drive, Gmail, Meet, Calendar)</li> <li>Keeper (password management)</li> <li>Investec Banking App</li> <li>WhatsApp (team communication)</li> <li>ChatGPT (research, drafting, summarizing)</li> <li>Strong administrative and financial management skills</li> <li>Experience with payroll systems (SimplePay preferred)</li> <li>High attention to detail and the ability to learn processes quickly without repeated errors</li> <li>Discretion and reliability, given the UHNW family context</li> <li>Flexibility to handle varied tasks ranging from finance to personal assistance</li> <li>Excellent written English and professional communication style</li> <li>Confidence working with international stakeholders across different time zones</li> </ul> <p><strong>Benefits</strong><br /> Independent contract</p> <p>Part-time, fully remote</p> <p>Hours of Work Part-time<br /> Location Type Remote (Work from Home)<br /> Industry Financial Services<br /> Job Type Independent Contract<br /> Salary R220 &#8211; R250 per hour<br /> Remuneration Term Per Hour</p>

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