Partner Administrative Assistant

1 day ago

Halifax, Canada KPMG 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 Business Enablement Services and is focused on achieving client service excellence by delivering timely, high quality products, and encouraging an environment that increases both the staff and client experience.

**KPMG Professionals Are...**

Individuals who take deep personal accountability for their work, have a passion for excellence, driven to achieve their full potential and understand the value of building relationships with clients, future clients, their communities, the global firm and each other. A KPMG professional should:

- have a strong worth ethic,
- thrive on challenges, and
- come to work committed to providing outstanding client service

KPMG is looking for an Administrative Assistant who can provide support on a range of activities:

- Maximize the value of Partners time by proactively identifying and taking accountability for all administrative matters.
- Understand business needs, manage service delivery, mitigate issues, and bring solutions.
- Understand KPMG business processes and proprietary systems in order to execute, or effectively delegate, work.
- Operate with a large degree of autonomy and independently complete high quality work to meet established goals.
- Handle highly sensitive and confidential information requiring a high level of discretion.
- Provide support to Partners / Engagement Teams by coordinating and managing internal Risk Management workflows/approvals required during the client/engagement acceptance process on behalf of the Engagement Team.
- Provides support to Partner / Engagement Teams by initiating, preparing and issuing billings to the firm’s clients to ensure all services are billed on a timely basis and that the investment in client work in progress is kept to a minimum.

What you will do:

- **Client Relationships - **Ensures all client communications are responded to in a timely fashion. Independently actions on routine enquiries and escalates complex client enquiries to appropriate parties based on knowledge of practice/structure and work process. Professionally interacts with clients as directed
- **Calendar Management **- Pro-actively looking ahead and Manage Partner’s calendar/schedule, maximizing the best use of their time by managing requests and commitments through sorting, filtering and prioritizing requests, while ensuring deadlines are met. Proactively and independently identifies, resolves, and manages calendar conflicts
- ** Communication** - Creates, reviews, and distributes various communications for Partners. Handles routine communications on behalf of Partners and reports on actions taken
- ** Reporting -** Manages regular and ad hoc reports as requested
- ** Document preparation - **Assists Partners with coordinating, creating, preparing, editing, and proofreading all standard and non-standard documents, reports, presentations, and correspondence using MS Office suite
- **Meeting support** - Attends internal meetings as requested by Partners, takes meeting minutes, and summarizes action items. Follows-up on action items following the meeting
- ** Travel **Management** - Handles complex travel arrangements and reservations as required, both domestic and international, including handling business visas and other explanation, clarification, and diplomacy
- **Meeting **Management** - Coordinates and manages the scheduling of client meetings, leadership meetings, and events (conference calls, video conferences, in person, etc.). Plan and organize meetings and events as required including logistics/securing meeting space, catering, and document prep.
- ** Expense/Time **reporting** - Completes, reconciles, and ensures timely submission of time and expense reports for the Partner. Provides backup support to other administrative assistants as needed.

**Key Responsibilities Related to Risk Management**
- Ensure Entity and Opportunity information received by the Partner / Engagement Team is correct, and proactively follow up with the Engagement Team for missing information and for clarifications
- Create new Entity and/or Opportunity records in CRM database
- Ensure required risk management / compliance information is received by the Engagement Team, and proactively follow up with the Engagement Team for missing information
- Process and submit queries in KPMGs’ proprietary system which facilitates compliance with Firm and Regulatory policies, follow up on outstanding approvals and investigate discrepancies
- Process and submit Client Acceptance/ Engagement Acceptance and Continuance requests, follow up on outstanding approvals and investigate discrepancies.
- Main point of contact for the Partner/Engagement Team’s queries on internal risk management requests
- Ensure mitigation req

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