Partner Executive Assistant- Family Office

3 weeks ago

Toronto Ontario CA, Ontario KPMG Canada Full time
Overview

At KPMG, you’ll join a team of diverse and dedicated problem solvers, connected by a common cause: turning insight into opportunity for clients and communities around the world.

The Client Administration function is a vital part of the firm’s National Shared Services. This highly skilled group of over 600 administration professionals in 33 offices supports the firm’s Tax, Audit and Advisory client service staff. Client Administration is focused on the increase of revenue, achieving client service excellence by delivering timely, high quality deliverables, increasing time available for client service staff to focus on driving the business, and encouraging an environment that increases both the staff and client experience. This is achieved by building dynamic, lasting relationships, being sensitive to our client needs and collaborating as part of the client service team.

This is a hybrid position that will require 2-3 days office attendance in our Toronto office.


What you will do

  • Proactively manage the Partner’s calendar, including coordinating schedules for company-related business as well as external boards and other associations, while anticipating and resolving scheduling needs and roadblocks before they arise.
  • Organize meeting materials and record meeting minutes.
  • Action client communications and responds in a timely fashion. Independently action routine enquiries and escalate complex client enquiries to appropriate parties based on knowledge of practice, structure and work processes
  • Monitors Partner’s email inbox. Flags and prioritizes emails based on urgency and subject matter at the discretion of the Partner
  • Take responsibility for Partners’ contact management
  • Work with internal marketing team for specific client proposals, RFP, email distribution, client event communications to support the proposal process
  • Coordinate updates and posting of certain tax publications, in collaboration with tax technical professionals, web support, creative services, marketing and translation teams, or reports and presentations often in tight timeframes
  • Handles routine communications on behalf of Partners and reports on actions taken
  • Coordinate scheduling for internal and external client meetings, leadership meetings, and events via Teams and/or in person including logistics, securing meeting space, catering, invitations and RSVPs. Compile, transcribe, and distribute minutes of meetings when required and follows up on action items following the meeting
  • Arrange domestic and international travel (flights, transportation, accommodations, etc.) including business visas and other explanation, clarification, and diplomacy. Book hotel accommodations, car rentals/services, restaurant reservations as may be required
  • Assist in planning and executing corporate events, team building and social activities, etc.
  • Assist in the preparation and submission of time and expense reports for partner(s) supported.
  • Manage the Risk Management workflows/approvals required during the client/engagement acceptance process and billing support to the team
  • Initiate and code invoices for external vendors (Coupa)
  • Assists with onboarding and offboarding activities for new full time and contract staff. Work closely with Human Resources and ITSC to arrange hardware/software resources required prior to the individuals start date
  • Develop and maintain a strong relationship with the Partners in order to anticipate needs and provide timely, proactive support and regular updates

At times, business needs arise, and employees are required and agree to work beyond their normal workday or work week to fulfill the accountabilities required for their job. Likewise, people need time to devote to personal matters, and our approach to flexibility provides for this.


What you bring to the role

  • College diploma or an equivalent combination of education/experience in administrative assistant skill set.
  • Minimum 5 years administration experience.
  • Intermediate/Advanced proficiency with MS Office Word, Outlook, Excel, and PowerPoint, etc.
  • Demonstrated interpersonal and relationship management skills- able to work as part of the wider team, as well as individually
  • Client-first mentality and ability to provide a high-quality client experience with timely and professional responses
  • Effective multi-tasking in a high-pressure environment, with the foresight to plan ahead, anticipate changes, evaluate, interpret, use sound judgment and respond in a proactive manner
  • Ability to work under a high degree of independence with minimal supervision
  • Excellent attention to detail – has thorough approach to ensure that all details are managed and documented
  • Ability to withhold sensitive and confidential information
  • Excellent communication skills both verbal and written
  • Exceptional time management and organizational skills.
  • Proven ability to deal with sensitive materials with a high degree of tact and discretion.
  • This position requires written and oral fluency in English.

This position requires written and oral fluency in English. The successful candidate will be required to support or collaborate with English-speaking colleagues.

Providing you with the support you need to be at your best


Our Values, The KPMG Way

Integrity, we do what is right | Excellence, we never stop learning and improving | Courage, we think and act boldly | Together, we respect each other and draw strength from our differences | For Better, we do what matters

KPMG in Canada is a proud equal opportunities employer and we are committed to creating a respectful, inclusive and barrier-free workplace that allows all of our people to reach their full potential. A diverse workforce is key to our success and we believe in bringing your whole self to work. We welcome all qualified candidates to apply and hope you will choose KPMG in Canada as your employer of choice.

Adjustments and accommodations throughout the recruitment process

At KPMG, we are committed to fostering an inclusive recruitment process where all candidates can be themselves and excel. We aim to provide a positive experience and are prepared to offer adjustments or accommodations to help you perform at your best. Adjustments (informal requests), such as extra preparation time or the option for micro breaks during interviews, and accommodations (formal requests), such as accessible communication supports or technology aids, are tailored to individual needs and role requirements. You will have the opportunity to request an adjustment or accommodation at any point throughout the recruitment process. You will have an opportunity to request an adjustment or accommodation at any point throughout the recruitment process. If you require support, please contact KPMG’s Employee Relations Service team by calling 1-888-466-4778.

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