Executive Assistant at BDO South Africa

Description
Reporting to the National Head of Advisory, Head of BBS and Head of Forensics, the Personal Assistant will inter alia be responsible for:

• Providing professional and confidential administrative and support to Directors in Advisory.
• Daily diary management, scheduling of meetings; arranging strategy sessions, monthly Operational and BD meetings; team meetings and ensuring awareness of daily meetings.
• Preparation of proposal templates using Terms of Reference to include Background info, Scope of Work and Deliverables”.
• Preparing presentations from proposals for short-listed presentations; converting old format presentations; formatting, adding appropriate graphics and giving presentations a professional finish.
• Preparing all presentation for Directors for any specific use, including creation of specific infographics, for different service lines.
• Proof-reading and formatting of reports for various Advisory service lines.
• Reviewing online Tenders daily emails for National and Africa tenders and circulating to relevant service lines for decision including daily circulation of tender opportunities.
• Attend meetings with Marketing and National Brand Champions, check documentation to ensure brand compliance.
• Prepare agendas, reporting packs and action lists for Advisory Operational meetings.
• Take minutes in all meetings including ESG working group meetings (SA and Africa), 2 monthly BD meetings and quarterly P&C Advisory meeting.
• Sending out documents in advance, preparing minutes timeously and accurately.
• Timesheet management, weekly schedule of timesheets sent to Directors for approval. Completion and submission of weekly timesheets on Maconomy.
• Prepare for EXCO and Partners meeting submissions and presentations, by ensuring timeous collation of information from all parties and submission.
• Providing logistical support to the Directors in the execution of their duties.
• Organising business and private travel arrangements.

Requirements:

Qualifications

• National Diploma - Administration and Office Support/ 3-year Degree in Office Management/Secretary studies desirable.

Experience

• 5 years of experience as an Executive Assistant.
• Prior experience with a financial services company desirable.

Skills and Competencies Required:

• Advanced proficiency in MS PowerPoint.
• MS suits.
• Creative and organised.
• Good interpersonal skills will be required to be successful in this role.
• Organizational skills and the ability to multitask are essential.
• Ability to prioritise and handle high phased environment.  
• Excellent written and verbal communication.
• Must be able to communicate effectively at all levels.
• Ability to work under pressure.
• Fine attention to detail.
• Assertiveness.
• A high level of initiative and ability to work independently to meet deadlines.
• Professionalism.
• Socially aware and able to work as part of a diverse team.