Personal Assistant & Finance Administrator at Hitaji Business Ventures

The Opportunity

• A private investment office with interests across construction and real estate, agriculture, clothing and fashion, and internal/external decor is looking for a highly capable Personal Assistant & Finance Administrator to provide day-to-day administrative, financial, property and business support to the Principals.
• This is a high-trust and hands-on position suited to someone who enjoys responsibility, autonomy, problem-solving and getting things done.
• The role will combine personal and executive administration with finance, property, short-term rental and business administration. The successful candidate will work directly with the Principals and will be expected to take ownership of assigned responsibilities rather than waiting for detailed instructions.
• We are looking for someone who can anticipate needs, exercise good judgment and follow matters through to completion.

Key Responsibilities

Personal & Executive Support

• Manage calendars, appointments, meetings, travel arrangements and important deadlines.
• Manage correspondence, follow-ups and agreed actions through to completion.
• Conduct research and prepare information for the Principals.
• Coordinate errands and administrative matters when required.
• Maintain organized records and documentation.

Finance & Accounts

• Maintain accurate financial records and schedules, including invoices, receipts and payment confirmations.
• Process authorized payments and maintain supporting documentation.
• Reconcile bank and other accounts.
• Track expenditure, bills and recurring payments.
• Prepare financial summaries and reports, flagging inconsistencies and proposing solutions.
• Liaise with auditors, banks and other professional advisers where required.

Property Administration

• Maintain an up-to-date register of rental properties, tenants, leases, deposits, rental income and expenses.
• Monitor rental payments and follow up on outstanding amounts.
• Maintain schedules of lease expiries, rent reviews and other important dates.
• Coordinate repairs and maintenance.
• Liaise with tenants, contractors, agents and service providers.
• Obtain and compare quotations for repairs and other property-related requirements.
• Track property-related expenditure and maintain records of leases, invoices, receipts, utility bills and other supporting documentation.
• Conduct or arrange periodic property inspections.
• Escalate significant tenant, maintenance or financial issues together with practical recommendations.

Short-Term / Airbnb Properties

• Monitor bookings, occupancy, revenue, guest payments and related expenses.
• Coordinate cleaning, maintenance, supply replenishment and check-in/check-out arrangements where required.
• Liaise with guests, service providers and property managers.
• Maintain accurate records of property-related income and expenditure.
• Monitor property performance, highlight issues affecting occupancy, revenue or costs, and support improvements to operational efficiency and profitability.

Farm & Agricultural Administration

• Track farm expenditure, support budgeting and maintain supporting records.
• Process authorized payments to workers, suppliers and service providers.
• Track farm inputs, supplies and equipment.
• Coordinate procurement and obtain quotations.
• Identify unusual or unexpected expenditure and bring it to the Principals' attention.

Business Administration

• Provide administrative and financial support to selected personal and business activities, including bookkeeping and account reconciliations.
• Maintain business, stock and asset records and documentation.
• Support procurement and supplier management.
• Maintain schedules for important business deadlines and obligations.
• Assist with Zoho, QuickBooks or similar business systems.
• Conduct research to support business decisions and new opportunities.

Staff & Operational Support

• Maintain employee records and personnel files, including leave, contracts, salaries and other employment-related information.
• Support recruitment and onboarding.
• Coordinate staff meetings and follow up on agreed actions.
• Promote staff accountability, adherence to agreed procedures and standards, and a culture of professionalism and excellence.
• Identify operational problems early and propose practical solutions.

Policies, Procedures & Systems

• Develop and maintain organized filing, record-keeping and information systems, including registers and schedules for assets, properties, contracts and suppliers.
• Document routine operating procedures and develop checklists for recurring tasks.
• Maintain calendars for tax, statutory, property, employment and business deadlines.
• Review administrative processes, identify gaps in controls or documentation, recommend improvements and help ensure agreed procedures are implemented consistently.

Who We Are Looking For

We are looking for someone who is:

• Highly honest, trustworthy and able to handle confidential information with integrity.
• Intelligent and quick to learn.
• Extremely organized, detail-oriented and able to manage multiple priorities.
• Self-motivated, proactive and able to work independently.
• A strong problem solver who is practical and resourceful.
• Confident dealing with different types of people.
• Humble and grounded.
• Willing to take ownership, follow matters through and support wherever needed.
• We particularly value character, judgment, reliability and initiative.
• The ideal candidate is someone who, when given responsibility for a matter, takes ownership of it and does not need to be repeatedly reminded.

Qualifications & Experience

Required

• Diploma or degree in Accounting, Finance, Business Administration, Commerce or a related field.
• Approximately 3–5 years of relevant professional experience.
• Good accounting qualification or training such as CPA Part III/IV, ACCA, or equivalent.
• Experience with financial records, payments and account reconciliations.
• Strong Microsoft Office and computer skills, especially Excel, Word and PowerPoint.
• Strong written and verbal communication skills.
• Excellent organizational skills and demonstrated ability to manage multiple priorities independently.

An advantage

Experience in one or more of the following:

• Personal or executive assistance
• Property or rental administration
• Airbnb or short-term rental management
• Farm/agricultural administration
• Procurement and supplier management
• Small-business administration
• Construction, real estate, agriculture or FMCG
• Zoho, QuickBooks or similar accounting/business systems
• A valid driving license is an advantage but is not essential.

The Right Fit

• This is not a conventional office-based administrative role.
• The successful candidate will work directly with the Principals and will be entrusted with a wide variety of responsibilities. Some days may involve financial administration and reconciliations; others may involve coordinating a property repair, following up a supplier, arranging a payment, researching an opportunity or resolving an unexpected problem.
• We are therefore looking for someone who enjoys variety, responsibility and autonomy and takes genuine pride in doing things properly.
• The role will suit someone who is looking to build a long-term professional relationship based on trust, reliability and performance.