Important criteria -

• Important to note that this is not in the Corporate Business Arena. You would have been an experienced and highly confidential Executive type PA, having in the true sense, been both a personal and professional assistant; strong emotional intelligence; articulate;  level headed; high attention to detail; proven experience of efficiently running both the business and personal live of your Director, and prepared to give support after hours if necessary.      
• Commencing as a 3-month Fixed-Term contract 
• Own laptop, cell phone and internet access - All software and communication support will be provided
• Must be resident in Cape Town
• Flexible to work from home base and the office (Foreshore, CT)

OVERVIEW OF RESPONSIBILITIES - 

General Administration Duties:

• Recordkeeping, filing, business, personal and family document management
• Assisting other membrs of staff and/or family members with inter alia, getting quotes, booking contractors, data capturing etc. 
• Setup meetings: Diary management
• Meet and greet guests, prepare for meetings
• Get quotes as requested for al maintenance items, supervising of contractors where needed 
• Liaise with consulting professionals/builders and authorities, as required
• Software updates, financial services and insurance administrative compliance and follow up
• Assist with patient communication, ensure all admin is correct for weekly / monthly theatre lists
• Updating and ensuring documents are valid.  Updating passports, visas, drivers licences, car registrations
• Pay traffic fines and similar

Financial Administration Duties:

• Ensuring insurance (i.e. household and business insurance is up to date) and dealing with claims, etc.
• Facilitate and follow-up payments, filing of invoices and allocation of expenses for accounting and tax departments 
• Assist with bank documents - ensure authorisations, OTP's signatures are received
• Monthly Accounts Management and follow-ups
• Reconciliation of credit cards and bank payments.  Assigning business vs personal expenses
• Following up on tax refunds and providing necessary information required to enable  bookkeepers to file tax return 

Professional Duties: 

• Take minutes
• Distribute minutes
• Professional and regulatory bodies -  1) Registrations and Compliance - ensuring good standing, maintaining records, paying fees and associated regulatory compliance. HPCSA, RSSA, CPD, MPS, BHF; 2) submitting forms and ensuring necessary CPD points are maintained;  3) ensuring Professional Indemnities are up to date

Household and Director's Family Duties:

• Manage and maintenance of staff: internal staff (i.e. domestic and gardener) and external outsourcing, as required
• Manage supplies and consumables (i.e. for office and personal use) Food, groceries and household requirements
• Ensure presence of items, ordering and delivery of replacements
• Purchase and management of maintenance items, as required
• Manage and maintain security
• Medical Aid active compliance, refunds and follow up of claims
• Arrange electronics / stationery, as required and requested
• Manage maintenance staff: internal staff (i.e. cleaning and gardening) and external outsourcing (i.e. plumbing electricians, contractors, etc.)

Property Management: London 

• Regulatory compliance
• Maintenance of the property contractors and managing agency
• Tenant acquisition and maintenance with renting agency
• Financial management and bank compliance
• Document filing 

Travel:

• Travel - booking flights / hotels / cars / visas / transport: business and personal for family members
• Managing frequent flyer miles / credit card miles
• Organise and manage diaries 

Other duties may be required from time to time.

HAVING READ THE FULL JOB BRIEF AND YOU MEET THE REQUIREMENTS  IF YOU ARE NOT ABLE TO SUBMIT YOUR CV VIA THIS PORTAL, OR PREFER TO EMAIL DIRECTLY - bernadette@bmrecruit.co.za

(PLEASE DO NOT DUPLICATE, SUBMIT CV EITHER VIA PORTAL OR DIRECTLY, BUT NOT BOTH)