EXECUTIVE PA

1. Primary Responsibilities

Provide support to our accounting team and communicate client needs to management including but not limited to:

1. Creating and being the custodian of the live Production Planning document, reflecting the Client hours required and team member allocations
2. Control workflow to regulate and maintain a balanced workload between team members (junior and senior roles) to maximise productivity and reduce and prevent overtime work
3. Communicate deadline and workload conflicts to managers, as needed, to ensure timely completion of work
4. Request feedback to balance essential updates from staff without reducing productivity
5. Billing period review of information provided by account managers
6. Billing of Clients monthly
7. Administrate and enhance project management tools, currently Karbon
8. Responsible for the loading of new clients, changes to assignees; dates or tasks as well as due date processing when required but a high monthly processing focus.
9. Standardize procedures, systems, and forms for the Karbon system
10. Managing the Production report – accessing the Timesheet reports
11. Maintaining and optimising the chargeable and billable hours for team members
12. Analysing the Production report and raising possible solutions to alleviate concerns
13. Review the T-sheet work product of the team members for accuracy and reasonableness
14. Coordinate internal special projects
15. Introduction of a CRM system to the business
16. Maintenance of the CRM system once implemented and the co-ordination of the Directors calendar accordingly
17. Maintaining the effective functionality of the office (cleaning contractor, office supplies, to name a few)
18. Collaborate with colleagues and work effectively as a team.
19. Able to self-manage tasks and deadlines.
20. Able to manage upwards to achieve project goals.
21. Provide guidance on best practice.
22. Take responsibility for own performance and provide appropriate feedback to manager of the team’s performance

Development & Training

1. Ensure ongoing personal development through external training, internal training, self learning and micro training.
2. Obtain Karbon certification and stay abreast of the ongoing improvements and updates
3. Develop self to become the Karbon Champion within the company

Reporting

a.Weekly T-sheet review and compliance checks

b. Weekly 15Five check in reports

c. Production Planning Report

d. Monthly and YTD Production Report

e. CRM report

f. Other reports as required by management

4. Management Duties

1. Able to provide balanced feedback about large business decisions and help understand that decision taken to allow the Company to meet their goals.
2. Take responsibility of other parts of the business other than general work required.
4. Other

• Ad hoc requests as needed by foreign based staff and managers.
• Any other reasonable instruction by any member of management that may fall out of the boundaries of the job title and scope but leads to the betterment of the company within ethical boundaries.
• Adhere to the company policies and procedures
• Skills & experience:

• Bachelor’s degree preferred
• Prev experience as Executive PA to Partner of Law/Accounting firm
• Experience in an Accounting business preferred
• Administrative experience preferred
• Excellent knowledge of Microsoft Office Suite
• Working knowledge of TSheets and Karbon preferred
• Knowledge of CRM programs would be advantageous
• Strong leadership and personnel management skills
• Analytical skills to assess problems or unusual situations and quickly determine efficient solutions
• Exceptional verbal and written communication skills
• Ability to multi-task in a fast-paced environment
• Comfortable providing feedback
• Highly collaborative and team oriented