Executive Assistant at KPMG South Africa

Job Description

EA Role

• Ensuring smooth and efficient document management i.e. filing, archiving, zipple system, faxing, scanning, collection and delivery of documents in order to ensure regular filing and easy access to filed information as well as quick and accurate response times on urgent matters
• Ensuring regular submission of timesheets, expense claims and leave forms;
• Reconciling of credit card statements
• Ensuring proposals to clients are accurate and delivered timeously.
• Take messages on behalf of the Director and managers, and forward to relevant staff
• Format documents using the KIDS method
• Diary management for the Director and Managers, c o-ordinate and arrange internal and external meetings
• Travel arrangements (local and international) including flights, accommodation and car hire.
• General house-keeping (ordering flowers, birthday cards, arranging birthday lunches, etc.)
• Manage vehicle registration for client meetings into ITA as well as external meetings
• Order business cards
• Co-ordinates the Quality Assurance process
• Identifies and reports any faulty network points and telephones for the office
• Other ad hoc duties as requested by the department

Operations Support

• Outlook Distribution Lists:maintaining all of TA Durban distribution lists
• Desk allocation:maintaining and allocating desks to new managers
• Client Engagement Letters:filing and ensuring that all supporting documents accompany the engagement letter before loading onto EMS.
• Assisting Concetta in her operational role which will evolve over the next few months.
• Scheduling of All Calibration meetings nationally throughout the year
• Scheduling of HR Steer Committee meetings including taking of minutes, distribution thereof etc.
• Assist with recognition initiatives
• Downloading of reports from EMS re : ERF Process as and when required

Critical Technical Skills Or Competencies

• Matric Certificate
• Secretarial diploma or equivalent
• 3 - 5 years previous relevant experience
• Computer Literacy (MS Office)
• Great attention to detail
• Strong organisational skills
• Good time management ability

Critical Interpersonal Or Interactive Skills

• Well-spoken and exceptional people and telephone skills
• Ability to deal with individuals at all levels including client senior management
• Efficient, friendly, helpful proactive and professional
• High level of confidentiality
• Excellent problem solving skills
• Ability to function well in high pressure environment and high sense of urgency
• Personal effectiveness and a high level of self-management/self-motivated
• Ability to use initiative
• Team player and taking ownership of problems
• Customer service oriented
• Attention to detail

Qualifications And Experience

• Matric certificate and secretarial qualification required
• Proficient in using Microsoft Word, Excel, PowerPoint and Outlook.
• Sound experience in providing office and secretarial support to senior staff members.

This position will suit an individual of a mature nature, who has extensive experience in this type of role