Virtual Assistant

2 months ago

Stellenbosch, South Africa Vito Solutions Full time

EMPLOYMENT TYPE:

Full-time.

COMPANY:

A boutique family office management firm.

LOCATION:

Remote (Greater Cape Town, South Africa).

JOB OVERVIEW:

The company offers all-encompassing services to both families and businesses, focusing on thorough estate planning, corporate structuring, and trust management. Their goal is to protect inter-generational legacies, making certain that wealth is maintained and efficiently managed through the generations.

DESCRIPTION OF POSITION:

The company is looking for a committed and proactive Virtual Assistant to become a part of their energetic team. The perfect candidate will assist the executives and clients with top-notch administrative support, ensuring seamless operations and effective communication. This position demands outstanding organisational skills, keen attention to detail, and the ability to handle multiple tasks efficiently.

Key Responsibilities:

  • Administrative Support: Assist with day-to-day administrative tasks, including scheduling meetings, managing calendars, and handling correspondence (for both the company and the directors personally).

  • Correspondence Management: Email management on MS Outlook and MS Teams correspondence between team members (for both the company and the directors personally).

  • Client Communication: Serve as a primary point of contact for clients, providing timely and professional responses to inquiries and requests.

  • Document Management: Prepare, review, and manage documents related to estate planning, corporate structuring, and trust administration.

  • Data Entry and Management: Maintain accurate records and databases, ensuring information is up-to-date and easily accessible.

  • Research: Conduct research on various topics related to estate planning, corporate structuring, and trust administration to support decision-making processes.

  • Project Coordination: Assist in the coordination and management of projects, ensuring deadlines are met and tasks are completed efficiently. Set up and manage tasks on MS Planner.

  • Technical Support: Provide basic technical support and troubleshooting for virtual meetings and online systems.
  • Director Support: All tasks related to both directors' personal, and company trusts.

KNOWLEDGE AND SKILLS:

Skills:

  • Excellent written and verbal communication skills.
  • Strong organisational and time-management abilities.
  • Proficient in Microsoft 365 (Office, Excel, PowerPoint, Teams, Planner, Outlook, etc.) and other relevant software.
  • Ability to work independently and as part of a team.
  • High level of professionalism and discretion.

Personal Attributes:

  • Proactive: Takes initiative and can anticipate the needs of executives and clients.
  • Detail-oriented: Pays close attention to detail, ensuring accuracy in all tasks.
  • Dependable: Reliable and trustworthy, with a strong work ethic.
  • Adaptable: Flexible and able to adjust to changing priorities and demands.
  • Client-Focused: Committed to providing exceptional service to clients.

QUALIFICATIONS REQUIRED:

Relevant qualification in administration, business management, or a related field.

EXPERIENCE REQUIRED:

Minimum of 2 years of experience as a virtual assistant or in a similar administrative role, preferably within the financial or legal sectors.

**Please note: If you have not heard from us within 2 weeks, please consider your application unsuccessful.

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