Senior Secretary (Audit) at Deloitte

Job Description

• The main purpose of the role is to provide an effective and efficient administrative and secretarial support service to several Partners in the Audit space.

Client Impact: External / Internal

• Liaises directly with clients' staff on behalf of superiors as directed.
• Attends to client requests appropriately and follows up as needed.
• Builds professional relationships with client staff.

Operational Effectiveness

• Deals with day-to-day matters on behalf of executives in order to allow for their focus to be on strategic issue and make some judgements to redirect queries to relevant parties.
• Perform administrative tasks including filing, photocopying, faxing, printing and binding.
• Order and maintain stationery, equipment supplies and log maintenance queries and calls.
• Maintain executive diaries and arrange appointments according to prioritisation and efficient time management.
• Coordinates travel bookings and itineraries, both local and international.
• Liaising with internal staff, relevant organisations and clients for required services i.e. IT, event management, marketing services, legal, etc.
• Keep abreast with any changes, issues and movements within the service line.
• Ensure that the latest brand compliant templates are being used and handle all information In a confidential manner.
• Organising, preparing and servicing meetings, providing the required support documentation, agenda and taking minutes.
• Prepares professional correspondence, presentations, reports and documents as directed by the business.
• Receive visitors and direct them to the appropriate individual, meeting room or departments.
• Proactively prepare for and receive new hires in the business area (includes logistics such as office space, arranging computer etc.).
• Update contact lists by tracking new and existing clients and maintain soft copy filing systems for audit clients.
• Manage in/pending/out trays.
• Track birthdays, organise farewells and order flowers when required.
• Assists team members as required which may result in interruptions and unforeseen deviations from plans.
• Undertake any other duty and work on ad hoc responsibilities appropriate to the post as requested by the business i.e. Assistance with Learning & events run by the business.

Expenses and Profitability

• Uses initiative on planning of travel, events, etc. where possible to ensure cost effective use of time.
• Maintains accurate record of expenses, invoicing and timesheets on behalf of Partners/Directors, and submits these timeously. Assists management with this as directed
• Effectively uses time, equipment and resources.
• Logging and or processing bills or expenses ie. purchase requisitions and expense claims and collating statements for the business.

Qualifications

• Relevant Diploma with at least 5 years of working experience in a similar/same role.
• Industry knowledge will be beneficial.

Additional Information

Technical

• Fully competent in MS Office Suite and any other programs relevant to role.
• Ability to operate office equipment such as fax, photocopier, printers, etc.
• Able to work as a team member and ensure that as a group all staff in a unit work together for delivery of best possible service to the department for which they collectively work.
• Ability to pay meticulous attention to detail.
• Excellent typing skills.
• High competency in English communication, both written and verbal.
• Good numeracy skills.

Behavioural

• Professional demeanour.
• High initiative and delivery focused.
• Good planning and organisational skills.
• Ability to work under pressure.
• Flexible.
• Strong interpersonal skills.
• Commitment to meeting tight deadlines.
• Commitment to client service excellence.
• Must be able to multi-task.
• Ability to use discretion and deal with sensitive information in a confidential and professional manner.