Personal Assistant (FAAS) required urgently: APPLY NOW

Johannesburg, Gauteng
Job Description
External Description
Description – External

Administration:
Answer and screen telephone calls in a professional manner and attend to queries timeously

Proactive and Effective Diary Management
Effective management of electronic email and postage mail (internal and external)
Prepare and/or type reports, presentations and other correspondence
Book conference, training and other meetings rooms as required for both internal and external meetings
Payment requirements (internal/external suppliers/vendors)
Travel:
Book and confirm all travel arrangements for executive members and team
Keep up to date with all travel requirements/changes made
Understand the firm Travel Policy
Communicate any travel alerts to travellers
Attributes:
Work effectively individually and as a team with the Executive Office Team and ASA and SA Executive Members PA’s.
Proactively build and develop internal and external networks of contacts and build knowledge of key business matters in
order to effectively identify and screen priorities.
Anticipate Partner/Director priorities in order to take ownership of internal and external queries and to proactively
respond/action.
Solution orientation.
Preparedness to support the team even if function is outside of job description.
Flexibility to work extended hours when required.
Administration:
Answer and screen telephone calls in a professional manner and attend to queries timely :
Act as first point of contact for internal and external clients and contacts via telephone (call handling) and e-mail.
Ensure messages are relayed timeously and correctly to the respective person (if necessary ensure the message is
emailed or sms’d) if the respective person is out of the office/country, etc.
Ensure voicemail messages on own extension are timeously checked, and those of the CEO and COO.
Ensure timeous follow up to callers are made (if necessary) on behalf of the executive.
Maintain an up-to-date executive key client contact lists for the CEO office.
Effective Diary Management

Proactively, effectively and efficiently manage the CEO and COO’s diaries on a daily basis, ensuring the most effective
use of time.
– Proactively keep a two – four week advance view of the diaries and discuss clashes well in advance.
Ensure all ASA Executive, SA Executive, ASA Partner Forum, Director and Manager monthly meetings (or on request)
are entered in the diaries for the respective invitee’s and the executive. Keep track RSVP’s regularly till the meeting takes
place with feedback provided to the host/chairperson/CEO/COO.
Ensure a monthly check of attendee’s to Director and Manager meetings is done to ensure new joiners receive the
updated invites for the rest of the calendar year.
Ensure key firm events are in the diaries and quarterly checks are done to manage or co-ordinate any changes/logistics,
etc.
Communicate to the necessary affected parties of changes to diaries timeously (e.g. facilities in terms of room
cancellations or changes/catering, etc.)
Ensure Regional Leaders and any other invitees from outside Johannesburg/SA are timeously communicated to of
scheduled meetings and/or changes to scheduled meetings to assist them in managing their respective travel.

Effective management of electronic email and postage mail (internal and external)
Lotus Notes Inbox scanning for urgent client and business critical emails and highlighting to Partner/Director as
appropriate (and taking action as appropriate in Partners/Directors absence).
Ensure the PA email inbox is effectively managed in terms of business related requests and follow up is done timeously.
Sort, screen and prioritise incoming mail (by post and fax), drafting responses to correspondence where appropriate and
flagging key actions.
Prepare and/or type reports, presentations and other correspondence
Prepare necessary pre-read or related materials for meetings and attendee’s prior to internal/external meetings taking
place.
Ensure requests for presentations and reports are managed timeously.
Ensure effective and formatted presentations are completed on time and include the EY Branding requirements.
Book conference, training and other meetings rooms as required for both internal and external meetings

Proactively manage the facilities, catering and logistics requirements are met for all internal/external meetings.
Ensure all room bookings are made timeously (for executive calendar meetings ensure these are done in conjunction
with the firm calendar, ensuring any amendments are managed and aligned through the booking/facilities requirements).
Ensure all equipment is set up and working prior to training, conference and/or meeting.
Re-confirm training/conference 24 hours prior to the event to ensure that those who have accepted are reminded.
Payments of internal and external suppliers/vendors

Making necessary payments that are required for the executive office on the procurement system upon request from the
executive team. Ensure close out of the process by sending confirmations to necessary internal/external suppliers as and
when requested.
General Adhoc Administrative requirements
Ensure the timesheets and expense claims of the CEO and COO are done on a weekly basis on GT&E before 17h00
every Friday.
Ensure timesheets/claims/expenses are processed timeously through GT&E every Friday (before COB) for the Executive
team upon request.
Ensure there is an effective filing system which is managed for the Executive Office in both hard copy and soft copy.
Ensure adhoc tasks such e.g. faxing, photocopying, document binding, organistion of courier documents, parcels are
managed effectively and efficiently.
Ensure archiving of files is managed appropriately on an ongoing basis.
Support EY Relate/SALI information on relevant databases.
Order stationery for the executive team as requested.
Other ad-hoc administration tasks (e.g filing, faxing, photocopying, document binding,organising couriers etc.)
– Include birthdays of the ASA Partners in the CEO and COO diaries – with an annual reminder pop up. Ensure updates
of new partners are input as and when required. Also ensure on a monthly basis get CEO to sign cards for the birthdays
within the upcoming month and send out on birth date (timeously) e.g. if the birthday is on a weekend ensure the card is
sent by the Friday afternoon (by hand).
Keep a birthday list of the ASA Executive and executive team and manage requests for gifts, flowers, etc (upon request)
– Generally manage requests for flowers or gifts – internal/external (upon request)
– Work as part of a relevant local Secretarial/PA Team to provide and support the wider team of partners and directors –
covering for team members as and when required (team being the ASA Executive PA’s).
Bookings/confirmations, etc.

Book and confirm all travel arrangements (flights, accommodation, transfers, visas, forex, etc) and all relevant other
requirements are met for the respective traveller(s) – adhering to correct protocol in terms of the travel requisition order
system of EY.
Assist with regional leaders travel arrangements (flights, accommodation, transfers, visas, forex, etc) and all relevant
other requirements are met for their visits to South Africa (upon request from the Regional Leader or their Personal
Assistant/Secretary).
Produce travel packs for CEO, COO and Executive Office containing all pertinent travel documents 24 hours prior to
travel.
Keep traveller(s) informed of when their passport is expiring (well in advance) in order to apply for a new passport. Assist
executive in the application process.
Be proactive in ensuring visa applications are managed when executive are not travelling at the same time of
processing.
Keep up to date with all travel requirements/changes

Understand the firm Travel Policy and apply in day-to-day travel bookings (where/when necessary).
Ensure constant communication is maintained with relevant stakeholders to keep up to date with travel nationally and
internationally with the Travel Management Office (TMO)and Seekers.
Read and understand the communications from the TMO and alert executive or travellers as and when necessary) to the
key matters raised in the communications.
Keep up to date travel profiles for travellers ensuring the TMO/Seekers have this information on file (e.g. voyager
number, BA executive number, dietary, etc).

Responsibilities, Qualifications, Certifications – External

Qualifications

Minimum of 5 years’ secretarial experience in a client-driven professional environment
Excellent interpersonal skills with ability to build good team relationships
– Good level of communication skills – both written and verbal
Strong organisational skills with ability to prioritise an often conflicting workload
– Advanced level of Microsoft Office – Word, PowerPoint, Excel,
Experience in Lotus Notes and be able to learn new systems quickly.
Ability to use initiative and problem solve
High degree of accuracy and attention to detail in dealing with the most routine tasks
Minimum typing speed of 55 wpm
Has a keen interest in our business and its success.
Flexible work hours (work late when required).

Drivers license and own car

Personal Qualities:

Professional, confident, credible, enthusiastic team player with a flexible, “can do” attitude
Ability to form networks with staff at all levels, earn respect from peers, and influence effectively by being a team player.
Ability to cope under pressure, doesn’t get easily flustered and manages stress well.
Ability to adapt to a constantly changing and growing business environment
Ability to maintain confidentiality is essential
Proactively build and develop internal and external networks (eg: Partners, other secretaries/PAs, ASA Executive, SA
Executive, HR, Finance, IT, EMEIA & Africa Sub-Area).
Portrays professional image of self and role.

Who we are

At Ernst & Young we support you in achieving your unique potential both personally and professionally. We give you
stretching and rewarding experiences that keep you motivated, working in an atmosphere of integrity and teaming with
some of the world’s most successful companies. And while we encourage you to take personal responsibility for your
career, we support you in your professional development in every way we can. You enjoy the flexibility to devote time to
what matters to you, in your business and personal lives. At Ernst & Young you can be who you are and express your
point of view, energy and enthusiasm, wherever you are in the world. It’s how you make a difference.
Internal Description
Description – Internal

Administration
Answer and screen telephone calls in a professional manner and attend to queries timeously
Proactive and Effective Diary Management
Effective management of electronic email and postage mail (internal and external)
Prepare and/or type reports, presentations and other correspondence
Book conference, training and other meetings rooms as required for both internal and external meetings
Payment requirements (internal/external suppliers/vendors)
Travel:
Book and confirm all travel arrangements for executive members and team
Keep up to date with all travel requirements/changes made
Understand the firm Travel Policy
Communicate any travel alerts to travellers
Attributes:
Work effectively individually and as a team with the Executive Office Team and ASA and SA Executive Members PA’s.
Proactively build and develop internal and external networks of contacts and build knowledge of key business matters in
order to effectively identify and screen priorities.
Anticipate Partner/Director priorities in order to take ownership of internal and external queries and to proactively
respond/action.
Solution orientation.
Preparedness to support the team even if function is outside of job description.
Flexibility to work extended hours when required.
Administration:
Answer and screen telephone calls in a professional manner and attend to queries timely :
Act as first point of contact for internal and external clients and contacts via telephone (call handling) and e-mail.
Ensure messages are relayed timeously and correctly to the respective person (if necessary ensure the message is
emailed or sms’d) if the respective person is out of the office/country, etc.
Ensure voicemail messages on own extension are timeously checked, and those of the CEO and COO.
Ensure timeous follow up to callers are made (if necessary) on behalf of the executive.
Maintain an up-to-date executive key client contact lists for the CEO office.
Effective Diary Management

Proactively, effectively and efficiently manage the CEO and COO’s diaries on a daily basis, ensuring the most effective
use of time.

– Proactively keep a two – four week advance view of the diaries and discuss clashes well in advance.
Ensure all ASA Executive, SA Executive, ASA Partner Forum, Director and Manager monthly meetings (or on request)
are entered in the diaries for the respective invitee’s and the executive. Keep track RSVP’s regularly till the meeting takes
place with feedback provided to the host/chairperson/CEO/COO.
Ensure a monthly check of attendee’s to Director and Manager meetings is done to ensure new joiners receive the
updated invites for the rest of the calendar year.
Ensure key firm events are in the diaries and quarterly checks are done to manage or co-ordinate any changes/logistics,
etc.
Communicate to the necessary affected parties of changes to diaries timeously (e.g. facilities in terms of room
cancellations or changes/catering, etc.)
Ensure Regional Leaders and any other invitees from outside Johannesburg/SA are timeously communicated to of
scheduled meetings and/or changes to scheduled meetings to assist them in managing their respective travel.

Effective management of electronic email and postage mail (internal and external)
Lotus Notes Inbox scanning for urgent client and business critical emails and highlighting to Partner/Director as
appropriate (and taking action as appropriate in Partners/Directors absence).
Ensure the PA email inbox is effectively managed in terms of business related requests and follow up is done timeously.
Sort, screen and prioritise incoming mail (by post and fax), drafting responses to correspondence where appropriate and
flagging key actions.
Prepare and/or type reports, presentations and other correspondence
Prepare necessary pre-read or related materials for meetings and attendee’s prior to internal/external meetings taking
place.
Ensure requests for presentations and reports are managed timeously.
Ensure effective and formatted presentations are completed on time and include the EY Branding requirements.
Book conference, training and other meetings rooms as required for both internal and external meetings

Proactively manage the facilities, catering and logistics requirements are met for all internal/external meetings.
Ensure all room bookings are made timeously (for executive calendar meetings ensure these are done in conjunction
with the firm calendar, ensuring any amendments are managed and aligned through the booking/facilities requirements).
Ensure all equipment is set up and working prior to training, conference and/or meeting.
Re-confirm training/conference 24 hours prior to the event to ensure that those who have accepted are reminded.
Payments of internal and external suppliers/vendors
Making necessary payments that are required for the executive office on the procurement system upon request from the
executive team. Ensure close out of the process by sending confirmations to necessary internal/external suppliers as and
when requested.
General Adhoc Administrative requirements
Ensure the timesheets and expense claims of the CEO and COO are done on a weekly basis on GT&E before 17h00
every Friday.
Ensure timesheets/claims/expenses are processed timeously through GT&E every Friday (before COB) for the Executive
team upon request.
Ensure there is an effective filing system which is managed for the Executive Office in both hard copy and soft copy.
Ensure adhoc tasks such e.g. faxing, photocopying, document binding, organistion of courier documents, parcels are
managed effectively and efficiently.
Ensure archiving of files is managed appropriately on an ongoing basis.
Support EY Relate/SALI information on relevant databases.
Order stationery for the executive team as requested.
Other ad-hoc administration tasks (e.g filing, faxing, photocopying, document binding,organising couriers etc.)
– Include birthdays of the ASA Partners in the CEO and COO diaries – with an annual reminder pop up. Ensure updates
of new partners are input as and when required. Also ensure on a monthly basis get CEO to sign cards for the birthdays
within the upcoming month and send out on birth date (timeously) e.g. if the birthday is on a weekend ensure the card is
sent by the Friday afternoon (by hand).
Keep a birthday list of the ASA Executive and executive team and manage requests for gifts, flowers, etc (upon request)
– Generally manage requests for flowers or gifts – internal/external (upon request)
– Work as part of a relevant local Secretarial/PA Team to provide and support the wider team of partners and directors –
covering for team members as and when required (team being the ASA Executive PA’s).
Bookings/confirmations, etc.

Book and confirm all travel arrangements (flights, accommodation, transfers, visas, forex, etc) and all relevant other
requirements are met for the respective traveller(s) – adhering to correct protocol in terms of the travel requisition order
system of EY.
Assist with regional leaders travel arrangements (flights, accommodation, transfers, visas, forex, etc) and all relevant
other requirements are met for their visits to South Africa (upon request from the Regional Leader or their Personal
Assistant/Secretary).

Produce travel packs for CEO, COO and Executive Office containing all pertinent travel documents 24 hours prior to
travel.
Keep traveller(s) informed of when their passport is expiring (well in advance) in order to apply for a new passport. Assist
executive in the application process.
Be proactive in ensuring visa applications are managed when executive are not travelling at the same time of
processing.
Keep up to date with all travel requirements/changes

Understand the firm Travel Policy and apply in day-to-day travel bookings (where/when necessary).
Ensure constant communication is maintained with relevant stakeholders to keep up to date with travel nationally and
internationally with the Travel Management Office (TMO)and Seekers.
Read and understand the communications from the TMO and alert executive or travellers as and when necessary) to the
key matters raised in the communications.
Keep up to date travel profiles for travellers ensuring the TMO/Seekers have this information on file (e.g. voyager
number, BA executive number, dietary, etc).
Responsibilities, Qualifications, Certifications – Internal

Qualifications

Minimum of 5 years’ secretarial experience in a client-driven professional environment
Excellent interpersonal skills with ability to build good team relationships
– Good level of communication skills – both written and verbal
Strong organisational skills with ability to prioritise an often conflicting workload
– Advanced level of Microsoft Office – Word, PowerPoint, Excel,
Experience in Lotus Notes and be able to learn new systems quickly.
Ability to use initiative and problem solve
High degree of accuracy and attention to detail in dealing with the most routine tasks
Minimum typing speed of 55 wpm
Has a keen interest in our business and its success.
Flexible work hours (work late when required).
Drivers license and own car
Personal Qualities:
Professional, confident, credible, enthusiastic team player with a flexible, “can do” attitude
Ability to form networks with staff at all levels, earn respect from peers, and influence effectively by being a team player.
Ability to cope under pressure, doesn’t get easily flustered and manages stress well.
Ability to adapt to a constantly changing and growing business environment
Ability to maintain confidentiality is essential
Proactively build and develop internal and external networks (eg: Partners, other secretaries/PAs, ASA Executive, SA
Executive, HR, Finance, IT, EMEIA & Africa Sub-Area).
Portrays professional image of self and role.

Apply Now

Source: Indeed