Remote Executive Assistant to Managing Director Job Vacancy at Andrew Nolan Mortgages | R15000 p/m

We are a UK-based Wealth Management / Financial Planning firm providing bespoke financial planning and investment advice to clients. We work closely with individuals and families to help them achieve their long-term financial goals in a professional and highly personalised way.

This is a fully remote, full-time role, based in South Africa, supporting the UK-based CEO /Principal IFA. You must have a reliable, high-speed internet connection, a suitable homeworking environment, and be able to work core hours aligned to UK time (e.g. 8:00 –17:00 UK time).

Role Purpose

The Executive Assistant will provide high-quality administrative and organisational support to the CEO, who is also the Principal Independent Financial Adviser (IFA). Alongside standard EA duties (diary, inbox, meetings, document handling), a key part of this role is proactively contacting clients to chase for outstanding documentation and information, helping to keep advice cases and applications moving efficiently.

You will be a central point of contact for both internal stakeholders and clients, ensuring the CEO’s time is used effectively and that the business operates smoothly across time zones.

Key Responsibilities

1. Executive Support to CEO / Principal IFA

• Manage the CEO’s diary and schedule, including client meetings, internal meetings and external events (UK time zone).
• Monitor and prioritise the CEO’s inbox, drafting responses where appropriate and flagging urgent items.
• Prepare meeting agendas, supporting papers, cashflow reports and presentations as required.
• Take accurate minutes/actions from key meetings and ensure follow-up tasks are tracked and completed.
• Arrange virtual and occasional in-person meetings, including video calls, conference calls and travel/accommodation.
• Maintain an organised electronic filing system for client and business documents.

2. Client Contact & Chasing Outstanding Documents

• Proactively call and email UK-based clients to request and chase outstanding documents (e.g. ID, address verification, pensions/investment statements, signed forms, bank statements, policy details).
• Clearly explain to clients what is required, why it is needed for their advice or application, and any deadlines.
• Record all chasing activity and client interactions on the CRM/system, including outcomes and agreed next steps.
• Work closely with the CEO/Principal IFA and any paraplanners/administrators to ensure all required documentation is received in good time to progress advice, reviews and applications.
• Escalate persistent non-responses or potential issues to the CEO promptly.

3. Administration & Office Support (Remote)

• Act as a first point of contact for incoming calls, handling queries professionally or redirecting as appropriate.
• Support new client onboarding, including sending welcome emails, terms of business and collecting initial information.
• Assist with producing and formatting advice-related documents (letters, reports, suitability letters, review packs) to a high standard of accuracy and presentation.
• Keep client records and data up to date on the CRM, ensuring information is accurate and compliant.
• Manage digital post, scanning, e-signature processes and file management in a fully remote environment.

4. Compliance, Confidentiality & Data Protection

• Handle sensitive client and business information confidentially and in line with firm policies.
• Follow internal compliance procedures and regulatory requirements (including GDPR/data protection and FCA rules as relevant) when storing and sharing information.
• Ensure all documentation is collected, recorded and stored in accordance with the firm’s compliance framework.

Skills & Experience

• Proven experience as an Executive Assistant, PA or similar role (experience in financial services/wealth management/UK advice firms is desirable but not essential).
• Confident and professional telephone manner, with experience speaking directly to clients or customers.
• Strong organisational and time-management skills; able to manage multiple tasks and deadlines for a busy CEO.
• Excellent written and verbal communication skills in English.
• High attention to detail and accuracy in document preparation and data entry.
• Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint); comfortable learning new CRM and platform systems.
• Comfortable working remotely, using video conferencing, shared drives and CRM systems effectively.
• Bachelors’ Degree

Personal Attributes

• Based in South Africa with a stable home office set-up and very good internet connectivity.
• Proactive and able to take initiative to support the CEO without constant supervision.
• Comfortable chasing clients for outstanding information in a firm, friendly and professional manner.
• Professional, discreet and trustworthy, with a strong sense of responsibility and confidentiality.
• Calm and organised under pressure, with a solutions-focused approach.
• Self-motivated with strong discipline when working from home in a full-time role.
• Team player, willing to “muck in” and help where needed in a small, growing wealth management firm.
• Strong client-focus with a polite, helpful and reassuring manner.

Package

• Salary: 15,000 – ZAR
• Hours: Full-time, Monday–Friday, core hours aligned to 8:00–17:00 UK time