Personal Assistant at RecruitMyMom

Job Description

• This is a remote position.
• This position in a professional services environment removes time-consuming administrative and planning tasks from two directors. By managing internal workflows behind the scenes, the role frees executive time for client delivery, business development, and strategic decisions. This position suits an experienced virtual assistant, is fully remote, 20 hours per week, R200 per hour. Working hours are 9am to 1pm UK time. 

Key Responsibilities

• Diary and Inbox Management: Manage calendars for both directors, actively resolving scheduling clashes and prioritising entries based on deadline pressures. Screen incoming emails and draft replies for director approval. 
• Meeting Coordination: Prepare structured agendas for internal meetings and systematically track and chase action items that may arise.
• Bid and Proposal Support: Maintain the internal bid pipeline tracker, flagging approaching deadlines and formatting or proofreading proposals against a defined style using the directors inputs. Consolidate contributions from external consultants into master files for internal circulation and manage the proposal and case study library.
• Document and Contract Administration: Apply strict version control standards across Word and Excel, track contract review and renewal dates to prompt directors ahead of key milestones, and maintain the central filing structure and reference numbering conventions.
• Business Development Coordination: Research prospective sectors and targets to produce concise briefing notes for executive use prior to meetings. Update the internal CRM or lead tracker using information provided by the directors, and draft first-pass content such as LinkedIn posts or newsletters for internal review.
• Financial and Resourcing Administration: Raise client invoices, monitor payment statuses, and process expenses while liaising with the accountant on routine bookkeeping matters. Maintain the internal resourcing workbook and flag consultant availability conflicts for director resolution. Escalate overdue accounts to the directors. 
• Travel and Logistics: Book travel and accommodation arrangements for both directors, preparing detailed itineraries and pre-read documentation packs.
• Task Management: Execute duties from a single shared task list for both directors, distinguishing urgent tasks from less critical ones, and escalate conflicting instructions for formal prioritisation.

Requirements

• Previous experience as a virtual personal assistant, preferably with UK experience
• Strong, verifiable track record in an organisational and administrative support role, ideally supporting more than one executive simultaneously.
• Sound written English capability with proven proofreading skills and the ability to work strictly to a defined house style.
• High level of discretion and absolute confidentiality when handling sensitive internal business information.
• Ability to work independently and manage a shared workload without requiring daily supervision.

Required Software Skills

• Microsoft Word
• Microsoft Excel