Minimum Requirements

Minimum 5 years' experience in an executive assistant, compliance, or operations coordination role.
Experience in a professional service, legal, or audit environment is highly advantageous.
Strong IT proficiency, including advanced use of Microsoft Office and PDF management tools.
Clear understanding of client onboarding, regulatory independence, and engagement procedures.
Familiarity with ISQM 1, FICA, POPIA, and EE regulations is preferred.
Ability to handle sensitive information, multitask, and prioritize under pressure.
Strong organization skills.
Strong Communication (written & verbal).
Attention to Detail.
Interpersonal Skills.
Professional Discretion.

Duties and Responsibilities
Executive & Administration Support

Manage partners' calendar, meetings, travel, and confidential correspondence.
Draft reports, prepare agendas, and compile high-quality presentations and minutes.
Track action-items, follow-ups, and deadlines on behalf of the partner.
Provide ad hoc administrative and operational assistance to the wider management team.
Support partners' in preparation for executive meetings, partner updates, and staff communications.

Compliance and Operational Coordination

Support partners' in monitoring firm-wide compliance initiatives, including ISQM 1, FICA, POPIA, and EE compliance.
Liaise with the Quality Manager to follow up on tasks, submissions, and departmental compliance requirements.
Assist with the collation and filing of compliance evidence, policies, and review outcomes.
Maintain accurate version control and secure document storage.

Client Take-On, Resignation & Engagement Letters

Coordinate the client onboarding process, including conflict checks, independence assessments, and internal approvals.
Oversee client resignation processes, ensuring required documentation, internal communication, and external correspondence are completed.
Draft, issue, and maintain engagement letters and re-engagements in accordance with firm templates and risk procedures.
Liaise with relevant managers, partners, and administrators to ensure take-on and resignation processes are completed efficiently and accurately.

Technology & Document Management

Demonstrate strong proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint).
Assist with template formatting, digital filing systems, and form automation.
Ensure efficient management of digital workflows and documentation.
Identify and suggest process improvements leveraging available IT tools.

Moore South Africa

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Executive Assistant at Moore South Africa