Personal Assistant at Forvis Mazars Group

Job Description    

• An opportunity has become available at Mazars in South Africa, for a Personal Assistant. You will provide personal assistant duties and administrative support to relevant Partners which will include but is not limited to typing, administration, tasks, and general organizational procedures.

Duties and Responsibilities    

• Timesheets and disbursements for Partners on a weekly basis
• Type correspondence in Word, Excel (including typing of Annual Financial Statements)
• Manage telephone calls
• Manage mail and email
• Manage CPD hours and JSE accreditation hours
• Perform travel and accommodation arrangements via the travel coordinator, which will include all local and international travel
• Assist with passports and VISA’s
• Coordinate events (dealing with presenters, ensuring smooth running of events from an administrative perspective, ensure the presentations are ready, meet and greet participants)
• Arrange meals, drinks and venue
• Manage all information (filing systems, store and retrieve information)
• Keep track of all service provider’s annual fees (SAICA, WPN, etc.)
• Carry out general administrative duties
• Followup on outstanding documentation
• Perform an effective working relationship with the Partner/s, providing continuous support relating to:
• Scheduling appointments and meetings, keeping diary for Partner
• Preparation for meetings or presentations (schedule, prepare, venue, prepare paperwork, control interruptions, refreshments, accommodation and program)
• Liaison with external and internal clients
• Completion of Partner’s timesheets
• Fee management for partner
• Organise and assist with effective running of office
• Keep Hub spot updated
• Project management for clients (Not all clients)
• Assist Partners in the smooth running of projects
• Attend meetings
• Track your project plan
• Bank confirmations
  • Initiate requests to the bank
  • Send monthly reports to finance for billing purposes

Minimum Requirements    

• Grade 12 (nonnegotiable)
• A relevant qualification (Personal Assistant/Secretarial) will be advantageous
• 5 years’ working experience in a PA role to 2 or more Managers and/or Directors and/or Partners within an audit or professional services’ environment Must be proactive and able to solve problems, working independently and managing self effectively
• Excellent computer skills (MS Word, Excel, PowerPoint, Outlook) and ability to use MS Teams
• Knowledge of office management systems
• Meticulous attention to detail, quality orientation and confidentiality are essential attributes
• Ability to multitask and deliver on several partners’ expectations
• Prioritization of daily tasks and requests and management of daily workload to ensure that all tasks are completed for the day
• Proactive with good problem solving skills and ability to work in a pressurised environment
• Professional conduct, excellent communication skills, ., courteous and well groomed
• Demonstration of Mazars One team culture, values and behaviors
• Strong administration and organisational skills.

Please note that this is an officebased role and the incumbent is expected to be in the office to support the Partners