Executive Personal Assistant to Founder & Principal Adviser

From the company's job description

Salary: R16 000 per month

In Office: This is an in-office role. The successful candidate can be based at either our Port Elizabeth (Gqeberha) or Cape Town office.

Our client is an independent financial planning firm helping individuals and families bring their mortgages, investments, pensions, protection and estate planning together into one joined-up plan. Clients come to them to take the pressure off their finances and feel more in control of their future.

They're now looking for an exceptional Executive Personal Assistant to support the Founder and Principal Adviser. This is a pivotal, trusted role at the heart of the business.

You won't provide regulated financial advice. Instead, you'll orchestrate the people, systems and information that sit around the advice process — protecting the adviser's time and focus, coordinating complex workflows, and making sure every client experience reflects the firm's values.

This role suits someone who thrives on structure, clarity and ownership, and who genuinely enjoys making complex processes feel simple for others.

What's on offer

• R16,000/month

• Office-based, working UK business hours (8:30am-5pm UK time)

• A genuinely trusted, high-responsibility role at the centre of a growing business

• Direct, close working relationship with a Founder who values structure and ownership

• Long-term placement

What you'll be doing

Executive support to the Principal Adviser

• Strategic diary management — booking, prioritising and protecting time for client meetings, preparation, follow-up, networking, coaching and internal planning

• Inbox triage and email management, routing items to the right team and flagging what needs the adviser's personal attention

• Meeting preparation and follow-up — assembling fact-finds, previous advice documents, financial plans and provider reports, preparing agendas, and capturing actions

• Handling confidential client and business information with discretion

Client coordination and experience

• Acting as first point of contact for day-to-day client queries (non-advice), managing expectations and next steps

• Managing the end-to-end client journey across mortgages, protection, general insurance, estate planning, and investment reviews

• Sending clear, plain-English updates so clients always know where things stand

• Coordinating client feedback requests after successful completions

Operational workflow and systems coordination

• Maintaining operational dashboards, KPIs and reporting

• Creating, assigning and monitoring tasks across one-off and recurring items

• Liaising with providers, networks and platforms to progress cases

• Maintaining accurate CRM records and document filing

Marketing and relationship support

• Coordinating blog uploads, website updates and light edits

• Supporting newsletters and client campaigns

• Preparing client-friendly summaries in the firm's tone: warm, clear and practical

Compliance and business support

• Assisting with file preparation for network sign-off

• Tracking file checks, commission queries and remedial actions

• Supporting quarterly planning and process documentation

What we're looking for

This role carries a lot of responsibility across operations, compliance and client servicing — so who you are matters more than a checklist of prior experience.

Essential

• Strong attention to detail and reliability — this is a role where things cannot slip through the cracks

• Experience managing multiple, competing priorities in a regulated or professional services environment

• Confidence to take ownership of tasks and see them through with limited day-to-day direction

• Excellent written and verbal communication in clear, plain English

• Trustworthy with confidential information

Helpful, but not essential

• Financial services experience, or familiarity with mortgages, protection or estate planning — a bonus, not a requirement. The right working style and attitude matter more than sector background.

• Familiarity with regulated environments and compliant record-keeping

-

Personal qualities

• Client-centred and empathetic

• A careful listener who reflects information accurately

• Proactive, calm and solutions-focused

• Strong sense of ownership — comfortable operating independently, not waiting to be told what's next

• Comfortable protecting the adviser's time and doing right by clients