Assurance - Audit - Senior Secretary - Cape Town

  • 27 Somerset Rd, Green Point, Cape Town, 8051, South Africa
  • Full-time

Company Description

About Deloitte

Deloitte is the largest private professional services network in the world. Every day, approximately 220,000 professionals in more than 150 countries demonstrate their commitment to a single vision: to be the standard of excellence, while working towards one purpose – to make an impact that matters.

In South Africa, Deloitte is one of the leading professional services organisations, specialising in providing Audit, Tax, Consulting, Risk Advisory and Corporate Finance services. We serve clients in a variety of industries from financial services, to consumer business, energy, mining and manufacturing, tourism and the public sector, and we provide powerful business solutions to some of the world's most well-known and respected companies, including more than 80 percent of the Fortune 100.

Our professionals are unified by a collaborative culture that fosters integrity, outstanding value to markets and clients, commitment to each other, and strength from cultural diversity. They are dedicated to strengthening corporate responsibility, building public trust, and making a positive impact in their communities. We understand that our professionals hold interests outside of the work space and we aim to encourage work/life balance, supporting them in all aspects of their lives.

Our talented professionals and our clients understand the link between a strong learning and development programme and the ability for Deloitte to deliver on its promise of consistent, high-quality service delivery worldwide.

Whatever your age, gender or culture, take your career to the next level with the talents and capabilities you'll develop at Deloitte.

About the Division

Our Assurance services go beyond merely meeting statutory requirements. We help our clients perform better and achieve their business objectives. We listen to their needs, think about the business implications and tailor our approach accordingly. In today's changing global economy, businesses need trusted advisors. Because Assurance professionals at Deloitte take the time to understand our clients' business as well as the industries in which they operate, we can help them identify major risks and opportunities over and above performance of the traditional financial reporting function. Our services include:

  • Audit
  • Accounting and Auditing
  • Financial Institutions Services Team
  • Capital Markets Team
  • Actuarial & Insurance Solutions

Job Description

What impact will you make?

Every day, your work will make an impact that matters, while you thrive in a dynamic culture of inclusion, collaboration and high performance. As the undisputed leader in professional services, Deloitte is where you’ll find unrivaled opportunities to succeed and realize your full potential.

Main Purpose of Job

To provide an effective and efficient administrative and secretarial support service to a Service Line Leader serving on the firm's EXCO

Key Performance areas

Strategic Impact

  • Deals with day-to-day matters on behalf of the EXCO member in order to allow for their focus to be on high level strategic issues

  • Makes some judgements to redirect queries to relevant parties without reference to the EXCO member

Client Impact: External / Internal       

  • Liaises directly with high level clients on behalf of the Executive as directed

  • Attends to client requests appropriately and follows up as needed

  • Builds strong professional relationships with client staff

Operational Effectiveness      

  • Manages the Executive's diary and makes judgements on prioritisation of changes

  • Ensures efficient time management within the diary to allow for travel to and from appointments, breaks between meetings, meal times, private matters, etc.

  • Provides the executive with relevant support documentation as preparation for meetings, engagements, etc. and maintaining a record of these for reference

  • Filters general information, queries, phone calls, emails, highlighting any urgent matters and printing any related detail for the Executive's information

  • Responds to email / mail directly where possible and prepares correspondence for signature as needed

  • Maintains strict confidentiality of all matters relating to the work of the Executive

  • Liaises with internal staff and external providers on provision of required services i.e. IT, event management, marketing services, legal, media, etc.

  • Coordinates  travel bookings and itineraries, both local and international

  • Prepares presentations for the Executive

  • Assist with Phoenix and SAP related matters

Development/Growth of Team

  • Remains updated on issues, changes and general status of the Service Line as well as the broader firm

  • Focuses on own development areas and growth

    Budgets / Profitability 

  • Uses initiative on planning of travel, events, etc. to ensure cost effective use of the Executive's time

  • Maintains accurate record of expenses, invoicing and timesheets on behalf of the Executive and submits these timeously

  • Effectively uses time, equipment and resources

 Function & Event planning    

  • Event planning, design and production while managing all project delivery elements within time limits

  • Liaise with stakeholders to identify their needs and to ensure satisfaction

  • Conduct market research, gather information and negotiate contracts/venues prior to closing any deals

  • Prepare budgets, obtaining prices with suppliers and submit quotations for stakeholder approval in line with the necessary procedures.

  • Provide feedback and periodic reports

  • Propose ideas to improve provided services and event quality

  • Organize facilities and manage all event’s details such as decor, catering, entertainment, transportation, location, invitee list, special guests, equipment, promotional material etc.

  • Proactively handle any arising issues and troubleshoot any emerging problems on the event day 

Operational management      

  • Writing communications (mainly emails) edit and distribute updates and materials for external and internal audiences, dealing sensitively with those whose personal experiences might be featured

  • Provide communications support for Service Line Leader and Chief of Staff

  • Booking Meeting Rooms on the onboarding system for all meetings

  • Arrange appropriate technological and IT support for the different calls / events and meetings of the Managing Partner

  • Ensure appropriate technology available at all times (projectors, Jabra’s etc.)

  • Liaising with Reception of the different buildings for the smooth and efficient welcome of attendees

  • Where necessary preparing reference material for meetings

  • Where necessary recording minutes at meetings, typing and distributing them

Communication and global support   

  • Provide creative, editorial and operational support for communications projects and report on progress

  • Ensure correct branding is used at all times

  • Liaison with GAALT as appropriate and their PA support structures

  • Knowledge of and Liaison with pan African audit business.

  • Knowledge of Pan African firm structure, Africa Exco and other liaison as appropriate.

  • Awareness of regulatory environment and liaison as appropriate with regulators and their support structures.

Technical

  • Solid technical knowledge in specific functional area

  • Able to work as a team member and ensure delivery of best possible service within the department.

  • Ability to pay meticulous attention to detail in the completed work products in order to minimize rework and excessive levels of review.

  • Fully competent in Microsoft suite, and any programs relevant to role

  • Good understanding of business principles

  • Able to work as a team member and ensure delivery of best possible service within the department.

Leadership / Behavioural Capabilities

  • Living our Purpose – Builds own understanding of our purpose and values; explores opportunities for impact

  • Influence – Actively focuses on developing effective communication and relationship-building skills

  • Performance Drive – Understands expectations and demonstrates personal accountability for keeping performance on track

  • Strategic Direction – Understands how their daily work contributes to the priorities of the team and the business

  • Talent Development – Demonstrates strong commitment to personal learning and development; acts as a brand ambassador to help attract top talent

 

Qualifications

Qualifications & Experience required

  •  Relevant tertiary Diploma
  • Experience using the suite of Microsoft Office software, specifically Excel,    Word and PowerPoint
  • Minimum 8 years’ within a role, supporting senior level management / directors, essential

  • Experience within professional services , financial services / accounting firm highly advantageous

  • Must be able to work over-time

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