Executive Assistant

Job Description
This is a remote position.

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.

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.

Responsibilities:

Email & Communication Management:

Monitor designated email accounts for invoices and important correspondence

Follow up with external stakeholders on outstanding tasks

Approx. 2–3 hrs/week

Financial Administration:

Organise invoices and save them in Google Drive in the correct format

Securely log into the banking app, prepare payments (final approval by directors)

Upload payroll data (SimplePay, 8 staff members)

Scan and archive receipts

Send proof of payments to suppliers

Approx. 5–6 hrs/week, heavier in payroll weeks

HR Support

Update leave and sick leave in SimplePay

Prepare contracts, manage signatures, and maintain HR files

Save and organise sick notes and related documents

Approx. 2 hrs/week

Travel Coordination

Research and book international flights, hotels, visas, insurance, and experiences

Variable: 1–3 hrs/week, higher during peak travel planning

General Administration

Follow up with companies on legal, corporate, and operational matters

Track legal cases and collect stakeholder updates

Upload/sign documents on SignNow and distribute final versions

Manage servicing and repairs for 7 company vehicles

Gradually reorganize files on Google Drive

Approx. 4–5 hrs/week

Personal Assistant Tasks

Manage wardrobe cataloguing apps (adding new clothing, photos, etc.)

Book personal appointments (medical, lifestyle)

Approx. 1–2 hrs/week

International & Specialised Communication

Handle ongoing correspondence with companies in the Netherlands, Slovenia, Hungary, Malta, and Greece

Communicate with yacht management companies

Approx. 1–2 hrs/week

Ad-hoc & Problem-Solving Tasks

Conduct online research and prepare clear reports

Adapt to unique and changing requests from directors

Variable: 1–3 hrs/week

Requirements

• Trello (task management)
• Google Suite (Docs, Sheets, Drive, Gmail, Meet, Calendar)
• Keeper (password management)
• Investec Banking App
• WhatsApp (team communication)
• ChatGPT (research, drafting, summarizing)
• Strong administrative and financial management skills
• Experience with payroll systems (SimplePay preferred)
• High attention to detail and the ability to learn processes quickly without repeated errors
• Discretion and reliability, given the UHNW family context
• Flexibility to handle varied tasks ranging from finance to personal assistance
• Excellent written English and professional communication style
• Confidence working with international stakeholders across different time zones

Benefits
Independent contract

Part-time, fully remote

Hours of Work Part-time
Location Type Remote (Work from Home)
Industry Financial Services
Job Type Independent Contract
Salary R220 – R250 per hour
Remuneration Term Per Hour

Executive Assistant