Admin Assistant (Secretarial Support) - Maternity Cover

This role offers an excellent opportunity for a highly organised, reliable and effective individual to take on the role of Personal Assistant (PA) our firm and to work with a team of professionals. The role requires you to take responsibility for the full spectrum of functions performed by a PA to Partners and to support all other stakeholders in the team. You are expected to be proactive, forward-thinking and organized while assisting partners and teams with their work activities. You will be involved in many operational and strategical matters which will require you to thrive under pressure, maintain confidentiality and be good at multi-tasking.

Responsibilities

• To work with a team of secretaries to handle secretarial and administrative support to a pool of Audit partners. Managers and related stakeholders.
• To coordinate bookings, arranging travel, transport, accommodation and managing schedules of the partners and other related stakeholders, taking accountability to plan, schedule and communicate arrangements in an appropriate and efficient manner with the partners, stakeholders, and the team of secretaries.
• Managing diaries, organising internal and external meetings, appointments, events, and/or taking minutes of meetings, etc. To be responsible for all necessary coordination, communication and exercise discretion of the time needed for such arrangements and to take into consideration the needs of the respective stakeholders involved.
• To coordinate, handles and file expense claims for the Audit partners and to keeps track, collate, and submit all expenses claims within the required timeframe.
• Performs administrative duties such as preparation of engagement letters, reports, invoices, audit files, etc and is responsible for effective, timely and proper execution of each task among the secretarial pool.
• Assist in the preparation, collation of email circulars, PowerPoint presentations, documents and filing of documents, etc as and when instructed.
• Assist and take on ad hoc tasks, projects and assignments as and when required by the Audit partners, managers and relevant stakeholders.

Requirements

• Diploma/degree holder in any field
• Minimum 2-5 years of experience in secretarial/PA role
• Microsoft Office and good knowledge of PowerPoint presentations or related presentation tools will be highly advantageous.
• Excellent oral and written communication skills, with tact and diplomacy.
• Great team player who works well with all levels of colleagues.
• Discretion and trustworthiness to handle confidential information.
• Flexible, adaptable, and highly independent.
• Meticulous with good organisational skills and the ability to multitask.
• High level of initiative and proactivity.
• Cheerful and friendly disposition.