We are seeking a proactive, highly organised, and detail-oriented Personal Assistant to support the day-to-day operations of our financial services practice. This role is essential in maintaining the administrative foundation of our business, enabling the Principal Advisor to focus on providing high-level client advice. The successful candidate will act as a key point of contact for our clients, ensuring that administrative processes are handled with precision, confidentiality, and warmth.

Key Responsibilities

  • Operations & Contractor Liaison: Serve as the primary operational link between internal advisors and external contracted bookkeepers, ensuring seamless document handoffs, tracking client file progress, and keeping workflows moving efficiently across accounting and lending pipelines.

  • Client & Communication Management: Screen inbound phone calls and email inquiries, triage client requests across finance, mortgage, and accounting streams, and ensure prompt, professional follow-up.

  • Diary & Travel Coordination: Manage appointment calendars, schedule client consultations, coordinate internal strategy meetings, and handle travel arrangements as needed.

  • Document Preparation & Reporting: Research, draft, and assemble meeting briefing notes, client correspondence, reports, and presentation decks. Take accurate notes and record action items during key client or team meetings.

  • Records & Confidentiality Management: Maintain secure digital file archives, process incoming and outgoing correspondence, and ensure strict compliance with financial data privacy requirements.

  • Administrative Support: Oversee routine office administrative tasks, monitor client intake documents, and maintain organised record systems to support overall business operations.

Skills & Experience

  • Essential:
    • Solid experience in customer-facing roles involving client onboarding, document preparation and workflow coordination.
    • Knowledge of the financial services market.
    • Proficiency with financial software (Xero & others).
    • Natural aptitude for numbers and a genuine interest in finance, lending, mortgages, and accounting.
    • Proven experience with computer systems and general administration. Proficiency with financial software (Xero & others).
    • Exceptional attention to detail and a high standard of accuracy.
    • Strong written and verbal communication skills and the ability to build a strong rapport with clients.
    • High level of integrity and understanding of confidentiality regarding sensitive client data.

Advantageous:

  • Bilingual abilities (specifically Afrikaans) would be a significant advantage given our client base, but are not required.

Personal Attributes

  • Organised and Methodical: You have a natural ability to structure your work and track multiple moving parts, while coping with the pressure of relentless deadlines.
  • Proactive: You anticipate what needs to happen next and take initiative to ensure tasks are completed.
  • Mature, Professional and Warm: You are comfortable working in a client-facing environment and represent our company values with every interaction.

In return, we offer a supportive, friendly working environment.

This is a 30-hour week.

Employer Questions

Your application will include the following question(s):

  • Are you an NZ Citizen or Resident
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