This is a remote position.
The primary objective of the role is to maintain seamless day-to-day business operations by managing inbound communications, coordinating complex diary commitments, processing client billings accurately via Xero, and executing continuous workflow optimisations.
Contract Term
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Initial engagement: Approximately 2 hours per day
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Work arrangement: Remote
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Schedule: Daily, aligned with operational priorities and agreed business requirements
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Contract type: Independent Contractor
Scope of Services
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Email Management & Triage
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Oversee and triage daily inbound email communications.
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Respond to routine client queries promptly and professionally.
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Identify, prioritise, and escalate critical client matters to the financial planner.
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Maintain a structured, organised, and decluttered inbox environment.
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Calendar & Diary Coordination
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Coordinate diary scheduling to secure and confirm client appointments.
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Manage appointment bookings to prevent scheduling conflicts.
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Maintain a well-structured calendar aligned with business priorities.
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Invoicing & Billing Administration
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Generate and dispatch accurate client invoices utilising Xero.
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Monitor billing workflows to ensure billing records remain up to date.
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Maintain basic billing hygiene within the practice accounting system.
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Client Liaison & Professional Representation
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Conduct professional virtual liaison with clients via email correspondence.
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Maintain high standards of customer care and professional communication suitable for a financial planning practice.
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Manage day-to-day email communications with discretion and confidentiality.
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Process Optimisation & Operational Efficiency
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Take the initiative to identify bottlenecks across recurring administrative activities.
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Develop and recommend efficient work processes to streamline daily support operations.
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Implement practical administrative improvements to support productivity.
Deliverables
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Daily triage and resolution of routine inbox communications.
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Continuous management and updating of the financial planner’s schedule and appointment bookings.
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Accurate, timely production and transmission of client invoices in Xero.
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Professional, timely virtual correspondence with clients.
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Documented administrative process improvements implemented as identified.
Requirements
Required Skills & Experience
The contractor should demonstrate:
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Proven experience delivering executive assistant or virtual assistant support.
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Hands-on proficiency with Xero for invoicing and billing.
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Strong technological proficiency with digital workplace and administrative tools.
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Proven initiative and capability to develop efficient administrative workflows independently.
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Exceptional written English communication skills suitable for executive client correspondence.
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Ability to work autonomously and manage daily commitments within an independent contractor capacity.
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Availability to commit to approximately 2 hours per day.
Skills Required
- Proven experience delivering executive assistant or virtual assistant support
- Hands-on proficiency with Xero for invoicing and billing
- Strong technological proficiency with digital workplace and administrative tools
- Proven initiative and ability to develop efficient administrative workflows independently
- Exceptional written English communication skills suitable for executive client correspondence
- Ability to work autonomously and manage daily commitments as an independent contractor
- Availability to commit approximately two hours per day
What We Do
RecruitMyMom is a South African recruitment agency specializing in placing skilled women, particularly professional mothers, in permanent, contract, freelance, and fractional roles. They connect local and global businesses with top-tier talent and focus on the economic empowerment of women.
