Consulting - Strategy & Operations - Secretary
- 2 Pencarrow Crescent, La Lucia Ridge Office Estate, Umhlanga, Durban, Kwazulu - Natal, South Africa
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About the Division
Innovation, transformation and leadership occur in many ways. At Deloitte, our ability to help solve clients’ most complex issues is distinct. We deliver strategy and implementation, from a business and technology view, to help lead in the markets where our clients compete.
Our global network of Strategy & Operations professionals draws on the strength of Deloitte’s full suite of professional services and industry experience to focus solutions on the real issues affecting businesses today.
Click here to read more about Deloitte Consulting.
Main Purpose of Job
To provide an effective and efficient administrative and secretarial support service to the group leader and partners
What you’ll do / Specialized Competencies
Ensure accurate understanding of the instruction being conveyed by the director/associate when requested to organise appointments by using effective listening and questioning skills
Using interpersonal skill; clearly conveys the request and objective of the meetings to clients and colleagues.
Effectively schedule and manage internal and external meetings.
Confirm all appointments well in advance.
Set well-timed reminders for all appointments
Take account of venue, travel and meeting intervals.
Anticipate requirements in diary for tasks other than meetings.
Ensure accurate understanding of the instruction being conveyed by the director/associates when requested to organise travel arrangements.
Taking into account time for meetings and venues when organising travel arrangements
Anticipate and discuss with director/associates any other requirements
Typing and formatting of documents, reports and presentations.
Assisting Director and Associates with the formatting of their reports
Managing all telephone calls through effective listening and questioning.
Interacting professionally and respectfully with clients and staff.
Timely relaying of messages to the appropriate people and follow-up when necessary
Booking appropriate meeting rooms and required equipment to be used timeously
Booking of meals for meetings hosted by director/associates.
Arranging parking at off-site meetings
Preparing agendas for meetings.
Preparing reference material.
Recording minutes at meetings, typing and distributing them
Timely follow up on action items after all meetings.
Arranging teleconferences and videoconferences.
Typing of transcriptions when required
Effective use of macro and micro search engines for client and internal research
Keep track of new and existing contacts by updating contact lists.
File and retrieve all documents electronically.
Manage filing system on a daily basis
Ensure confidentiality at all times.
Coordinating and contributing to events by organising and assisting various teams, as required
Working additional hours when required.
Tracking urgent emails and advising director/associates on the required action
General administrative responsibilities, filing, faxing, printing, binding and photocopying
Processing of purchase orders and invoices for expenses incurred by director/associates
Completing timesheet for director/associates
Manage incoming and outgoing mail
Manage stationery supplies for self and directors/associates
Managing follow ups on IT queries for director/associates
Undertake any other duty and work on ad hoc responsibilities appropriate to the post as requested by the business
Receive visitors into appropriate meeting rooms
Proactively prepare for and receive new hires in the business area (includes logistics such as office space, arranging computer etc.)
Collate statements, purchase requisitions and expense claims for the business
Assists team members as required which may result in interruptions and unforeseen deviations from plans
May be expected to work over and above the standard business hours due to the nature of the business.
Please note that this job advertisement provides a summary of the capabilities required and all candidates shortlisted will receive a full list of capabilities
Experience using the suite of Microsoft Office software, specifically Excel, Word and PowerPoint
Minimum 2 to 4 years’ experience in a similar role