Kearney, Executive Assistant Team Leader- SAME

Key Responsibilities:

Partner/Principal Support:

•        Arrange complex travel & logistic plans, often with last minute changes for Senior Leadership.

•        Time and expense management, in addition to handling payments & invoicing, including, not limited to data entry, recharges, reconciliation, reporting.

•        Coordinate calendars, appointments, meeting agendas, minutes for Senior Leadership, in addition to strategic support, advice, forward planning to maximize productivity gains of Leaders.

•     Support with Business Development; CRM management, RFP coordination and support, L&P management, WIP creation, tracking and monitoring proactively for relevant projects, supporting with cash collection initiative, pipeline tracking/ updates for relevant projects/tasks, DSO support coordination with relevant departments.

•     Support marketing efforts and internal network building.

•        Provide research, reports, and compile company profiles, databases & create, and manage organized filing systems.

•        Assist with onboarding and set up of new Partners and Principals, Leaders to the firm.

•        Support performance management processes and general administrative tasks.

•        Strategic planning of event management, assist in planning events that align with business objectives (client engagement strategies)

 Team Leader Support:

•        Ensure consistent service levels of support for our Leaders from the EA cohort in regard to the services provided.

•        Lead and manage the EA team based in Johannesburg, at times maybe required to manage and lead the wider EA cohort.

•        Assign team members tasks and initiatives, monitoring productivity levels, output, and reporting.

•        Actively seeks insights from Leaders on their agendas and priorities, using such information to strategically plan across the cohort to meet said business needs.

•        Provide coverage, assistance, and back-up for the team and EA team leader colleagues.

•        Ensure team’s understanding and adherence to standards, processes, procedures, code of conduct and confidentiality.

•        Track the growth and development of teams, in addition to performance management of direct reports, drafting analytical reports and insights.

•        Coach team members; continue to seek & share on-going feedback.

•        Assign, develop and/ or deliver training as required to upskill and further improve knowledge, awareness, and development of team.

•        Operational and strategic support with delegation planning and coverage planning of team/cohort regarding people, projects, practice.

•        Manage Leaders’ EA assignment and all related communications.

•        Effectively manage conflict resolution within the team, promote positive team dynamics, initiate, lead, and support Team Building sessions.

•        Stakeholder management – serve as a main point of contact between EA team/Leader and cross-functional teams, ensuring streamlined information flow, resolution of bottlenecks and efficient and productive workflows.

•        Maintain budgets, data and analysis & reporting related to relevant team/dept spending as well as supporting with team’s expense management workflows and troubleshooting.

•        Compliance Management – ensures teams adherence to code of conduct & relevant mandatory trainings, policies, procedures.

•        Identifies issues and inefficiencies and reports and suggests implementation of essential process improvements based on gathered insights.

•        Oversee end-to-end performance management activities for the team, ensuring consistent feedback, development opportunities, and alignment with business objectives.

•        EA team KPI tracking/accountability – ensure teams adherence to their set KPIs, progress tracking and reporting year on year.

•        Develop, maintain, and track relevant project/ team dashboards related to leadership driven objectives.

•        Executive-Level Briefings: Prepare strategic briefing materials, summaries, and key insights for internal and external meetings.

•        Build strong relationships with key stakeholders, ensuring active collaboration to accomplish objectives.

•        Maintains clear communication channels with Line Manager on team challenges / and or relevant updates on resolution.

•        Develops their own unique brand and leadership style which aligns with unit leadership, demonstrating firm’s values.

•        Thorough understanding of the firm’s operations, practice, policies, procedures, transfers such knowledge to the cohort/team.

•        Department processes – support the Business Support Manager with drafting and teams’ compliance to relevant SOPs, best practice, and housekeeping items.

•        EA onboarding & integration: development and support of onboarding plans; trainings, checklists, presentations in addition to support of new joiners’ integration to the team.

•        Develop documents and presentations, coordinate project setup, and manage client invoices and or portals.

•        Support proposal efforts and conduct research for special projects.

•        Set up Outlook calendars and distribution lists for project teams.

•        Maintain client/project pipeline / internal Facebook/ support with event coordination.

Firm Building Support

•        Actively seek and support on alumni relations, firm building initiatives events and or firm projects.

•        Oversee clerical and temporary help as needed.

•        College degree or equivalent 5 years’ experience in a professional services organization in administrative / operations capacity.

•        Strong leadership and team management skills, with ability to coach, motivate and develop high-performing teams.

•        Excellent administrative, organizational and prioritization skills with strong attention to detail

•        High level of discretion and professionalism in handling sensitive and confidential information.

•        Strong problem-solving and decision-making capabilities, with ability to work independently and exercise sound judgement.

•        Excellent interpersonal and communication skills, ability to build strong working relationships across all levels of the firm.

•        Advanced technical proficiency in Microsoft Office Suite, Windows, SharePoint, and other business systems/software.

•        Ability to work under pressure while maintaining a calm, positive outlook.

•        Flexible and adaptable mindset, with a commitment to continuous improvement and service excellence, open to leveraging AI and new technologies to drive smarter ways of working, improve team efficiency and enhanced service delivery.