Company Secretarial and Office Administrator

Introduction

Highly reputable Assurance, Accounting and Consulting firm with a wealth of experience in auditing, bookkeeping, trust administration and tax compliance.

The Group was founded in 2012 by a passionate Chartered Accountant with a background in wealth management and family accounting. Established in response to the high demand for expert trust administration services, this firm has become the go-to back office for many family office entities, private families and B-BEE trusts in South Africa. They offer an all-round back-office service offering and are considered experts in local and offshore accounting, as well as South African personal, trust and corporate tax compliance.

Description

Administrative and Secretarial Assistant – Paarl, Cape Town

Full-Time | Permanent | R15,000–R20,000/month

A highly reputable Assurance, Accounting, and Consulting firm based in Paarl, Cape Town, is looking to appoint a detail-oriented and efficient Administrative and Secretarial Assistant to join their growing team. The Group was established in 2012 by a passionate Chartered Accountant with a background in wealth management and family accounting.

The firm was founded in response to the high demand for expert trust administration services and has grown into the go-to back-office support provider for family offices, private families, and B-BBEE trusts across South Africa. Their services span bookkeeping, trust administration, company secretarial support, and tax compliance (both local and offshore), with a focus on accuracy, confidentiality, and exceptional client service.

Key Responsibilities

As the Administrative and Secretarial Assistant, your responsibilities will include:

? Company Secretarial & Compliance Support

• Assisting the secretarial team with uploading and managing:
  • CIPC submissions (e.g., director changes, company registrations, annual returns)
  • Beneficial Ownership submissions
  • FICA documentation gathering and submissions
• Providing administrative support to the secretarial team leads
• Assisting with maintaining internal registers and compliance checklists

? Administrative & Client Support

• Preparing and formatting client-facing proposals, quotes, and documents
• Assisting with drafting standard contracts using firm templates
• Handling general office documentation, data capturing, and correspondence
• Following up on client documentation and queries
• Maintaining electronic and physical filing systems

? Reception & Communication

• Managing the front desk: answering phones, greeting visitors, and handling incoming queries
• Acting as the first point of contact for client communications
• Managing the company’s central inbox and directing queries appropriately
• Ensuring the reception area is professional and welcoming

? Office Coordination

• Managing calendars, meetings, and internal team scheduling
• Assisting with travel arrangements when needed (flights, accommodation)
• Supporting meeting prep and taking minutes when required

Qualifications & Experience

To be considered for this role, candidates should have:

• A Matric certificate (required)
• A diploma or certificate in office administration or a related field (advantageous but not required)
• At least 2 years’ experience in a professional office environment
• Previous experience in an accounting, tax, legal, or consulting firm (beneficial)
• Proficiency in Microsoft Office (Word, Excel, Outlook)
• Strong attention to detail and accuracy
• Excellent written and verbal communication skills
• A proactive, professional, and service-oriented attitude

Additional Information

• The successful candidate must be based in or near the Paarl area and be fully available during normal office hours

Remuneration

• Salary: R15,000 – R20,000 per month (depending on experience)
• Type: Full-time, permanent
• Location: Paarl, Cape Town (must be office-based full-time)