AP - Personal Assistant | Remote South Africa
我们正在寻找一个高度组织，积极和细节化的人员助理，以提供全面的行政支持，包括日记管理和电子邮件管理，账单，发票以及基本财务管理。成功的候选人将负责日常管理任务，协调时间表，处理信函，编制 Faktura,保持财务记录，并支持业务顺利有效运营。理想的候选人在拥有优秀的组织和沟通技能，对细节密切关注，同时能够管理多项优先事项的能力。关键责任 1.日记和电子邮件管理 · 管理日历，约会，会议和时间表。· 在需要时协调会议，准备议程，并确保约会安排有效。·监测和管理接入的电子邮件，优先考虑信件，以及制定或响应常规通信。· 关注未完成的电子邮箱，行动项目和待发请求。· 组织旅行，住宿和其他物流要求，必要时保持有组织的时间表，积极确定和解决计划冲突。2. 支付账单和发票。· 准备，发布和分发发清单，并在达成的期限内进行准确处理。· 在发行票据之前，检查结算信息，费率，数量和附加文件。· 保持准确的结算记录和更新账单跟踪器或财务表格。·监控未偿还的账单并协助进行支付后续。· 与客户，供应商以及内部团队联系有关收费询问和不一致性。· 帮助编制报表，支出总结和其他与结账单相关的报告。·确保账单和附加文档正确提交和容易访问。3. 基本金融管理 · 维护和更新财务记录，电子表格和行政数据库。·记录和追踪业务开支，收据，付款和退款。·协助管理应缴账户和领取的帐户。·与可用文件相结合发票，收据和支付记录。·帮助监测开支和维持基本预算跟踪器。·准备定期财务总结和报告进行管理审查。·支持编制和组织所需的文档。
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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.
Originally posted on Himalayas