[Hiring] Personal Assistant @D2B

Role Description

We are seeking a highly organised, proactive, and detail-oriented Personal Assistant to provide comprehensive administrative support, including diary and email management, billing, invoicing, and basic financial administration. The successful candidate will be responsible for managing day-to-day administrative tasks, coordinating schedules, handling correspondence, preparing invoices, maintaining financial records, and supporting the smooth and efficient operation of the business.

Key Responsibilities

• Diary and Email Management
  • Manage calendars, appointments, meetings, and schedules.
  • Coordinate meetings, prepare agendas where required, and ensure appointments are scheduled efficiently.
  • Monitor and manage incoming emails, prioritise correspondence, and draft or respond to routine communications.
  • Follow up on outstanding emails, action items, and pending requests.
  • Arrange travel, accommodation, and other logistical requirements when necessary.
  • Maintain an organised schedule and proactively identify and resolve scheduling conflicts.
• Billing and Invoicing
  • Prepare, issue, and distribute invoices accurately and within agreed timelines.
  • Verify billing information, rates, quantities, and supporting documentation before issuing invoices.
  • Maintain accurate billing records and update invoice trackers or financial spreadsheets.
  • Monitor outstanding invoices and assist with payment follow-ups.
  • Liaise with clients, suppliers, and internal teams regarding billing queries and discrepancies.
  • Assist with preparing statements, expense summaries, and other billing-related reports.
  • Ensure invoices and supporting documents are properly filed and readily accessible.
• Basic Financial Administration
  • Maintain and update financial records, spreadsheets, and administrative databases.
  • Record and track business expenses, receipts, payments, and reimbursements.
  • Assist with accounts payable and accounts receivable administration.
  • Reconcile invoices, receipts, and payment records against available documentation.
  • Assist in monitoring expenses and maintaining basic budget trackers.
  • Prepare routine financial summaries and reports for management review.
  • Support the preparation and organisation of documents required for bookkeeping and accounting.
  • Liaise with accountants, bookkeepers, or finance teams to resolve routine administrative queries.
  • Handle financial information confidentially and ensure records are maintained accurately.
• General Administrative Support
  • Provide day-to-day administrative assistance to management and other team members.
  • Prepare, format, and maintain documents, reports, presentations, and correspondence.
  • Maintain organised electronic filing systems and document records.
  • Manage office supplies, administrative requests, and other operational tasks as required.
  • Coordinate communications with clients, suppliers, and other stakeholders.
  • Assist with data entry, record keeping, and updating internal systems.
  • Track deadlines, follow up on outstanding tasks, and ensure administrative activities are completed on time.
  • Undertake other reasonable administrative duties as required by the business.

Qualifications

• Previous experience as a Personal Assistant, Executive Assistant, Administrative Assistant, Office Administrator, or in a similar role.
• Practical experience in billing, invoice preparation, and basic financial administration.
• Experience managing calendars, appointments, email correspondence, and business communications.
• Good understanding of basic accounts payable and accounts receivable processes.
• Proficiency in Microsoft Office, particularly Outlook, Word, and Excel, or equivalent productivity tools.
• Experience maintaining spreadsheets, financial trackers, and administrative records.
• Strong written and verbal communication skills.
• Excellent organisational skills and attention to detail.
• Ability to manage multiple tasks, prioritise workloads, and meet deadlines.
• High level of professionalism and discretion when handling confidential business and financial information.

Preferred Qualifications and Experience

• Relevant qualifications or training in business administration, finance, accounting, or a related field.
• Experience supporting senior management, business owners, or executives.
• Familiarity with accounting and invoicing software such as Xero, QuickBooks, Sage, or similar platforms.
• Experience preparing financial reports, expense summaries, and payment tracking records.
• Familiarity with cloud-based document management, scheduling, and task management systems.
• Experience working independently in a fast-paced or remote working environment.