Office Manager / Personal Assistant To The Ceo / Family Office Manager

Introduction

An experienced Office Manager with a sound financial background is required to manage the office of an Executive Chairman & CEO.

Reporting directly to the CEO, this position combines executive office management, personal assistant support and the financial and administrative management of a private family’s affairs and assets.

The role suits a senior executive assistant, office manager or family office professional with proven financial competence, absolute discretion and mature judgement.

Duties & Responsibilities

Executive Office Management

• Manage the CEO’s diary, correspondence, filing, document control and follow-up on decisions and actions.


• Screen calls, requests and visitors, prioritising matters requiring the CEO’s attention.


• Prepare, proofread and format letters, board and executive papers, presentations and memoranda.


• Take minutes and track action items.


• Manage office suppliers, budgets and expense reconciliations.


• Liaise professionally with executives, attorneys, auditors, bankers and external stakeholders.

Personal Assistant to the CEO

• Arrange domestic and international travel, including flights, visas, accommodation, itineraries and ground transport.


• Coordinate private aviation logistics with service providers, including scheduling, hangarage, maintenance and documentation.


• Handle personal correspondence, expense claims and reconciliations.


• Coordinate external commitments, functions and engagements.

Family Office & Financial Management

• Manage day-to-day financial affairs, including budgets, cash flow, bank accounts, payment preparation, reconciliations and monthly reporting.


• Maintain complete financial records for properties, vehicles, aircraft and vessels.


• Capture, verify and reconcile invoices, expenses and contractor payments.


• Maintain the central asset register, including values, ownership documents, insurance policies, contracts, leases and renewal dates.


• Manage insurance cover reviews, renewals and claims.


• Prepare records, schedules and supporting documents for accountants, tax advisers and auditors.


• Support tax submissions and the administration of family entities.


• Administer residential properties, including household staff contracts, payroll and statutory compliance.


• Coordinate contractors, maintenance, security and building projects, including budget-versus-actual tracking.


• Liaise with attorneys, bankers and wealth managers.


• Organise family travel, events and functions.


• Maintain secure, well-organised filing systems for personal, financial and family documents.

Desired Experience & Qualification

• A tertiary qualification in finance, accounting or bookkeeping, such as a BCom, National Diploma or equivalent, is essential.


• At least 8 years’ experience in a senior executive assistant, office manager or family office role supporting a CEO, chairman or principal.


• Proven experience managing budgets, cash flow, reconciliations, payment preparation, financial records and reporting.


• Experience within a private family, family office, trust or owner-managed business would be advantageous.


• Hands-on proficiency in an accounting package such as Xero, Sage or Pastel.


• Advanced Excel and MS Office skills, including Outlook, Word and PowerPoint.


• Comfortable using cloud filing systems, e-signature platforms and digital tools.


• Working knowledge of personal and provisional tax and SARS eFiling would be advantageous.


• Fully bilingual - Afrikaans & English (written & verbal). Afrikaans is essential.


• Valid driver’s licence and own reliable transport.


• Willingness to travel within the Western Cape and occasionally further afield.


• Absolute discretion and a proven record of handling confidential financial and personal information.


• Highly organised, proactive and calm under pressure, with mature judgement.


• Ability to work independently and after hours when required.


• Clear credit and criminal record.

Package & Remuneration

Market-related remuneration, commensurate with experience and financial qualifications.

A senior, trusted role with direct exposure to executive decision-making and responsibility across an executive office and private family affairs.