About Deloitte

Deloitte is a leading global provider of audit and assurance, consulting, financial advisory, risk advisory, tax and related services. Our global network of member firms and related entities in more than 150 countries and territories (collectively, the “Deloitte organization”) serves four out of five Fortune Global 500® companies. Learn how Deloitte’s approximately 312,000 people make an impact that matters at www.deloitte.com.

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.

Click here to read more about Deloitte Consulting.

Main purpose of the Job

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

Responsibilities

• 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 video-conferences.

  •   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

  •    Organising catering.

  •    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

  •    Cheque requisitions

  •    Manage incoming and outgoing mail.

  •    Manage stationery supplies for self and directors/associates.

  •    Managing follow ups on IT queries for director/associates

  •   Front desk relief in building stationed in, as per agreed roster.

Minimum Qualifications

National Diploma in relevant function (3 years)

Desired Qualifications

Degree

Minimum Experience

Five years' experience within the function

Desired Experience

Experience preferably within professional services

Key Competencies required:

 Technical Competencies

• Fully competent in MS Office Suite and any other programs relevant to role
• Excellent typing skills
• High competency in English communication, both written and verbal
• Good numeracy skills

Behavioural Competencies:

• Professional demeanour
• High initiative
• Good planning and organisational skills
• Ability to work under pressure
• Flexible
• Strong interpersonal skills
• Delivery focused

Talent Standards : Leadership capabilities - Support Staff

• 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.

Note:

The list of tasks / duties and responsibilities contained in this document is not necessarily exhaustive.  Deloitte may ask the employee to carry out additional duties or responsibilities, which may fall reasonably within the ambit of the role profile, depending on operational requirements