Job Purpose:

Free up the time of the Partners to focus on revenue-generating work through providing proactive administrative and strategic support to the Managing Partner and three additional Partners. Drive efficiency, anticipate needs, manage complex schedules and projects, and elevate client engagementall while strengthening internal and external relationships.

Key duties and responsibilities:

• Time, scheduling and meeting management
  • Proactively manage and optimize busy diaries (4 senior partners), including prioritization, conflict resolution, and buffer time around critical engagements. Ensure the best use of time.
  • Schedule and organise effective meetings, prepare and communicate agendas and briefing packs, ensure technology effectiveness, sometimes in multiple time zones. Track responses and participation, take accurate, action-oriented minutes; prepare and circulate post-meeting notes and follow-up actions.
• Emails and communication management
  • Act as gatekeeper for communicationsscreen calls, manage inboxes, screen emails and respond or escalate appropriately based on partner priorities.
  • Draft professional correspondence, internal communications, and client-facing emails on behalf of the Partners in line with company CI.
• Travel and logistics
  • Plan end-to-end travel arrangements, exploring cost-effective options, managing costs within budgets and according to travel policies, and managing visas, itineraries, and logistics.
• Project and event coordination
  • Plan and manage events and social engagements through sourcing venues, handling venue bookings, catering, invitations, RSVPs, marketing co-ordination transport and related logistics.
  • Support the planning of conferences and PKF meetings for Octagon and PKFSA that take place in Johannesburg.
  • Support project management activities, ensuring deadlines are met and deliverables are tracked.
• Administrative and financial duties
  • Prepare and process timesheets, expenses, refunds, and invoices, ensuring compliance and accurate record-keeping.
  • Manage filing systems (electronic/paper),
  • Engage with internal systems and colleagues across departments for coordination e.g. drivers, finance, HR, reception, printers etc.
  • Run ad hoc projectsresearch, document preparation, deliverable tracking, and project status updates.
  • Anticipate the needs of the Partners and proactively address potential issues or requirements.
• Document and meeting preparation
  • Compile and format presentations, reports, and meeting packs to a high standard, ensuring accuracy, completeness, and alignment with branding guidelines.
  • Proactively manage submissions and reconciliation of updates from multiple sources through effective stakeholder engagement.
  • Maintain version control and ensure timely distribution of materials ahead of meetings or deadlines.
• Client relationship support
  • Engage and maintain relationships with client PAs and other stakeholderspositioning yourself as an ambassador for the firm.
  • Occasionally participate in client-facing activities (e.g. meeting coordination, follow-ups, thank-you notes, gifting etc.) under partner guidance.
  • Liaise with clients and internal stakeholders on behalf of the Partners, maintaining professionalism and confidentiality.
• Cross-functional collaboration and firm engagement
  • Actively contribute to internal projects and initiatives beyond core EA duties, collaborating with other departments such as Marketing, HR, Business Development, and IT as needed.
  • Position yourself as an ambassador of the firms culture as well as the office of the Managing Partner
  • Support the planning and coordination of firm-wide activities including social events, CSR initiatives, client functions, and internal campaigns.
  • Demonstrate a strong presence in the broader life of the firmbuilding relationships, promoting culture, and helping foster a connected, engaged professional environment.
• Personal assistance to Partners
  • Provide trusted support on personal matters for the Partners as needed, including coordinating lunch orders, personal travel arrangements, gift purchasing, shopping, and other ad hoc personal tasks that enable them to focus on strategic priorities.

Personal competencies

The ideal candidate combines resilience, emotional intelligence, and technical prowess to deliver seamless support in a demanding corporate environment.

Emotional Intelligence & Communication

• High EQ to build trusted relationships with senior partners, executives, and external stakeholders.
• Excellent written and verbal communicationpolished email, messaging, and briefing-note skills.

Agility & Resilience

• Thrives under pressure: adaptable, calm, and solutions-oriented when faced with shifting priorities.
• Demonstrates resourcefulness and problem-solvingidentifies issues before they arise

Anticipation & Proactive Mindset

• Thinks aheadanticipates partners needs, questions, and materials. Acts as a forward-thinking partner, not just an executor.
• Project management skills: tracks multiple streams, deadlines, and stakeholders with precision.

Technical & Administrative Excellence

• Expert diary management across time zones using Outlook or similar tools.
• Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint) and virtual meeting platforms.
• Strong attention to detail and quality controlproofreading, formatting, data accuracy.

Professionalism & Discretion

• Handles highly confidential information with integrity.
• Maintains a polished, professional presence in all communications and settings.

Relationship Management

• Builds and nurtures internal and external networks, establishing themself as a reliable liaison.
• Experienced in collaborating with other EAs, administrative teams, and across departments.

Experience and qualification

• Bachelors degree or diploma in Business Administration, Office Management, or similar.
• Minimum 5 years of EA support experience in professional services or consulting firms (supporting senior/c-suite execs).
• Proven track record managing diaries, travel logistics, events, and financial administration.

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