Duties and Responsibilities

Process Management:

• Accurately and timeously prepare and process all relevant documentation / information (letters, emails, tax letters, engagement letters, bank confirmation, FICA documentation, Partner CPD Points and any other ad hoc documents)
• Accurately and timeously capture weekly timesheets and monthly billings for all partners
• Attend to travel requests timeously
• Provide support to relevant team members within your department and/or other departments when required.
• Documents to be filed accurately
• Easily accessibility of information/documents

Telephone management:

• Answering, screening, initiating a call, message taking in a professional, courteous and accurate manner
• Appropriate communication style/business etiquette

Mail and email management:

• Accurately manage mails and emails by opening, scanning and / or auctioning, acknowledge receipt, distribute mail, keep record and follow up where appropriate

Diary Management:

• All meetings coordinated effectively
• Dates and times are confirmed timeously with relevant parties via email
• Meetings confirmed 24 – 48 hours ahead of scheduled time
• All relevant documentation for meetings emailed at least 24 hours before meeting
• Catering to be arranged if required and set up of venue
• Manage the partners diary effectively and efficiently

Candidate requirements:

• 3 – 5 years’ experience in office administration
• Diploma/Certificate or equivalent
• Excellent MS Office (Word, Excel, PowerPoint)
• Knowledge of travel and accommodation arrangements (local and international)
• Skilled in diary management
• Knowledge of office management systems
• Strong administrative and organizational skills
• Ability to manage multiple deliverables to the expectation of multiple partners