Executive Assistant at Moore South Africa

Job Advert Summary    

• Join Moore Durban as an Executive Assistant and play a key role in supporting our Partners and driving operational excellence across the firm.
• The Executive Assistant provides high-level administrative and operational support to the Partners within Moore Durban, ensuring the smooth coordination of executive functions, compliance activities, and client engagement processes.
• This role is pivotal in managing the Partners’ calendars, meetings, travel, and confidential correspondence, while also supporting firm-wide compliance initiatives and operational efficiency.
• The Executive Assistant serves as a central point of coordination between the Partners’, internal teams, and external stakeholders, maintaining professional standards in communication, documentation, and technology-driven workflow management.

Minimum Requirements    

• Minimum 5 years’ experience in an executive assistant, compliance, or operations coordination role.
• Experience in a professional service, legal, or audit environment is highly advantageous.
• Strong IT proficiency, including advanced use of Microsoft Office and PDF management tools.
• Clear understanding of client onboarding, regulatory independence, and engagement procedures.
• Familiarity with ISQM 1, FICA, POPIA, and EE regulations is preferred.
• Ability to handle sensitive information, multitask, and prioritise under pressure.
• Strong organisation skills.
• Strong Communication (written & verbal).
• Attention to Detail.
• Interpersonal Skills.
• Professional Discretion.

Duties and Responsibilities    
Executive & Administration Support

• Manage partners’ calendar, meetings, travel, and confidential correspondence.
• Draft reports, prepare agendas, and compile high-quality presentations and minutes.
• Track action-items, follow-ups, and deadlines on behalf of the partner.
• Provide ad hoc administrative and operational assistance to the wider management team.
• Support partners’ in preparation for executive meetings, partner updates, and staff communications.

Compliance and Operational Coordination

• Support partners’ in monitoring firm-wide compliance initiatives, including ISQM 1, FICA, POPIA, and EE compliance.
• Liaise with the Quality Manager to follow up on tasks, submissions, and departmental compliance requirements.
• Assist with the collation and filing of compliance evidence, policies, and review outcomes.
• Maintain accurate version control and secure document storage.

Client Take-On, Resignation & Engagement Letters

• Coordinate the client onboarding process, including conflict checks, independence assessments, and internal approvals.
• Oversee client resignation processes, ensuring required documentation, internal communication, and external correspondence are completed.
• Draft, issue, and maintain engagement letters and re-engagements in accordance with firm templates and risk procedures.
• Liaise with relevant managers, partners, and administrators to ensure take-on and resignation processes are completed efficiently and accurately.

Technology & Document Management

• Demonstrate strong proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint).
• Assist with template formatting, digital filing systems, and form automation.
• Ensure efficient management of digital workflows and documentation.
• Identify and suggest process improvements leveraging available IT tools.

Closing Date    

• 2025/06/21