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About the Division 

It takes a high-powered network of internal support professionals to keep Deloitte going strong. The internal services function provides a wide variety of support services to our organisation and people. Rewarding career opportunities are available in: 
- Human resources 
- Information technology 
- Marketing and Communications 
- Financial support services, and much more.   

As with all the functions in Deloitte, a core set of competencies is associated with each internal service area. An overall understanding of value-added client service, the experience to work in multifunctional and cross-border teams, strong

What you will do?

To provide an effective and efficient administrative and secretarial support service to more than one Partner/Director or a Partner/Director and Managers

Executive Secretarial Function:

• Answering of all telephone calls for the Managing Director daily
• Management of the Managing Directors diary by screening emails and booking of meetings and media interviews in diary daily
• Booking Meeting Rooms on the onboarding system for all meetings
• Arranging teleconferences and videoconferences
• Request vehicle registration details from attendees for external attendees
• Liaising with Reception of the different buildings for the smooth and efficient welcome of attendees
• Contact the beverage assistant to arrange refreshments for the meeting
• Prepare and send invitation for C-suite lunches monthly
• Checking dietary requirements of all attendees of meetings
• Requesting profiles of attendees for the C Suite lunches monthly
• Distribution of the profiles of the attendees to all the attendees of the meeting
• Meet and Greet of C-Suite luncheon attendees at the gate
• Sending thank you emails to PA’s and Assistants involved in the meeting set up
• Send out an email to media houses to request an interview with for the managing director
• Arrange courier /delivery of Marketing Documentation to Various Destinations for international and domestic events
• Updating Managing Directors academic CV with ongoing presentations and publications
• Checking and formatting of Everlytic documents for internal and external distribution for the Managing Director
• Arranging parking at off-site meetings
• Preparing reference material for meetings
• Recording minutes at meetings, typing and distributing them
• Timely follow up on action items after all meetings
• Effective use of Phoenix and the internet for client and internal research
• Keeping track of new and existing contacts by updating contact lists on excel spreadsheet and verifying against Phoenix
• File and retrieve all documents electronically
• Manage filing system on a daily basis by filing all relevant documents
• Manage incoming and outgoing post by distributing to the relevant recipient
• Manage stationery supplies for directors/associate and staff by ordering from the stationery department
• Relieving the Front desk receptionist in building 8 as per the agreed roster
• Prepare the budgets for Frontier Advisory team projects and Road Shows by Researching and checking prices on line and with suppliers
• Submit quotations to project owner for approval of budget
• Capture of budget quotations on to SAP to request approval from various stake holders
• Follow up with elected suppliers on quotations to ensure that the quotations are still current
• Reconciliation of funds spent of each event post completion as per the budget
• Follow with Debtors for outstanding payments for client invoices monthly
• Forward updated profile of Managing director to speaker bureaus to petition for work every six months
• Assist with forecasting on income for Frontier Advisory for the upcoming year based on active marketing by estimating projected earnings in a business stream
• Perform Credit card statement reconciliation on a monthly basis
• Liaising with CAMAF regarding claims for Managing Director on an ad-hoc basis
• Perform independence check with RIL by logging conflict checks on Phoenix, Checking DESC and locating the LCSP for approval
• Planning of all domestic and international travel for the Frontier Advisory Team by reviewing the calendar activities
• Liaise with Rennies Travel to book the time effective, cost effective flight and Accommodation
• Compile Purchase Requisition and Purchase order and manage all travel related logistics for the frontier advisory team
• Planning of logistics for client international roadshows by Liaising with Rennies and the project manager
• Checking in of managing director 24 to 48 hours prior to flight time
• Compilation of documentation for visa application process for Frontier Advisory as well as clients if applicable

Required

Diploma

Minimum 5 years’ experience

Desired

Diploma

6+ years

Please note that this job advertisement provides a summary of the capabilities required and all candidates shortlisted will receive a full list of capabilities.