Executive Assistant and Bookkeeper

Supporting a private family, this position manages daily administrative operations and oversees overall financial management. The role delivers essential organisational structure and ensures accurate financial tracking, enabling smooth personal and household functions.

Operating on a part-time basis with flexible working hours, this predominantly remote role requires high discretion, independent output, and periodic in-person availability.

Key Responsibilities

• Manage diary schedules and coordinate professional, medical, and household appointments.
  

• Process all family correspondence and external communications discreetly and professionally.
  

• Coordinate travel arrangements, bookings, and associated itineraries as required.
  

• Liaise with household staff, professional service providers, and vendors to maintain operational continuity.
  

• Provide general administrative support, keeping personal and household records structured and updated.
  

• Manage and process household bill payments and recurring accounts within required timeframes.
  

• Track household income and expenses while maintaining updated budget summaries.
  

• Organize and archive physical and digital financial records, invoices, statements, and receipts.
  

• Reconcile bank and credit card accounts, promptly identifying and investigating discrepancies.
  

• Collaborate with accountants, tax practitioners, banking institutions, and financial advisors as required.
  

• Monitor insurance policy renewals, process payments, and maintain related paperwork.
  

• Prepare and structure financial documentation for SARS submissions in coordination with the tax practitioner.
  

• File medical aid claims, submit receipts, and resolve outstanding or rejected claims.
  

• Audit recurring subscriptions and ongoing payments to eliminate duplicate or unnecessary expenses.
  

Requirements

• Proven experience as an Executive Assistant or Personal Assistant supporting a family, private individual, or executive.
  

• Practical bookkeeping background with direct experience managing reconciliations, accounts, and basic financial reporting.
  

• Demonstrated experience using accounting or budgeting software.
  

• Proficiency with online banking platforms, spreadsheets, and standard administrative tools.
  

• High level of discretion and trustworthiness when handling confidential information.
  

• Strong written and verbal communication skills.
  

• Reliable internet connection and own working equipment suitable for remote output.
  

• Residing in Cape Town should in-person meetings be required
  

Desirable Requirements

• Formal bookkeeping qualification or certification.
  

• Experience liaising directly with auditors or accountants.
  

• Background in trust record-keeping, administration, or reporting.
  

• Prior experience working within a private household or family office environment.
  

Required Software Skills

• Accounting or budgeting software e.g Quickbooks and Syspro
  

• Spreadsheet applications (e.g., Excel / Google Sheets).
  

• Standard administrative tools (email, online calendar).
  

Benefits