Executive Assistant - 6‑Month FTC

Using organisational knowledge of procedures, the Executive Assistant provides administrative support to managers and colleagues, from varied levels, for KF. The position is responsible for coordinating calendars, travel schedules, on-site services and prepare expense reports. As a central point of contact, the role must ensure high quality of customer service to both internal and external clients and visitors. 

 The ideal candidate will possess administrative operations experience and have the ability to work independently yet take direction from managers. The candidate must be well- organised, a self-starter, flexible and resourceful. The role requires initiative and organisational skills to represent KF in a professional and polished manner with the goal to ensure a high degree of client satisfaction, both internally and externally. Experience in a professional office environment is required as well as strong technical skills. Core competencies required to excel in this role are quality control, attention to detail, ability to prioritise, communication, problem solving, adaptability and empathy. 

PRIMARY RESPONSIBILITIES

Office Support 

• Serve as central point of contact for administrative enquiries and for consultants to 

access specialised services including graphics, production, and operations. Use knowledge of corporate resources and strong internal relationships to work efficiently 

• Coordinate travel schedules, both domestic and international for consultants, preparing a detailed itinerary prior to departure 

• Assist with other administrative / operational duties such as file maintenance, photocopying, scanning, mailings, trouble shooting and meeting planning 

• Update the distribution list and coordinate regular mailings 

• Flag related issues with manager 

• Support other colleagues when possible and needed (i.e. providing coverage for other administrative assistants) providing timely answers to requests 

Meeting Support 

• Maintain calendars including internal meetings, conference calls involving multiple time zones, setting virtual meetings, and client meetings, ensuring IT equipment is set up and coordinate materials, supplies and catering as required 

• Support on site activities related to employee orientation 

Business Support 

• Collaborate with consultants and accounting to open projects and follow up on receivables as needed 

• Prepare and submit regular and accurate expense reports and reconcile statements 

• Code and submit invoices, prepare check requests 

• Prepare/save regular timesheets, showing utilization time allocated to engagements 

• Use utmost discretion and professionalism when working with confidential information 

• Update business development database as instructed 

• Compile, prepare, edit and format various reports, presentations and business documents, and analyses data and information from identified sources within prescribed guidelines and procedures 

EDUCATION, EXPERIENCE, & OTHER QUALIFICATIONS  

• Candidates must be either educated to degree level or have equivalent qualifications / or demonstratable work experience in the EA/administration field  

• Excellent PowerPoint skills with high proficiency in the Microsoft Office suite (Outlook, Word and Excel) 

• Relevant experience of supporting leaders and senior professionals within a Professional Services environment 

• Working knowledge of HCM / SAP / Salesforce 

• Office machines skills required for printers/photocopiers, binding machines, mailing equipment, etc. 

• Strong computer and Internet research skills related to administrative work 

• Client management/service experience preferred 

• Demonstrated track record of sound judgment and professionalism with the ability to work with leaders. High degree of interpersonal and professional savvy across varying levels of internal management, staff, clients, and associates, with the ability to manage expectations 

• Ability to plan complex international travel to highly detailed level 

• Ability to maintain confidentiality and discretion in dealing with sensitive matters 

• Strong analytical skills and ability to translate to operational processes 

• Must be able to work independently with little supervision but able to take direction from management, be detail oriented, be proactive, at times flexible in terms of hours/responsibilities and able to organize and prioritize multiple deadlines 

• Excellent written and verbal communication skills; customer service focused with excellent phone etiquette 

• Able to make timely decisions and drive to action 

• Excellent organizational capabilities with a high degree of prioritization 

• Basic project management and coordination skills preferred 

COMPETENCIES 

• Customer focus: Building strong customer relationships and delivering customer-centric solutions. 

• Drives results: Consistently achieving results, even under tough circumstances. 

• Collaborates: Building partnerships and working collaboratively with others to meet shared objectives 

• Being resilient: Rebounding from setbacks and adversity when facing difficult situations. 

• Manages Complexity: Making sense of complex, high quantity and sometimes contradictory information to effectively solve problems. 

• Plans and Aligns: Planning and prioritizing work to meet commitments aligned with organizational goals. 

• Communicates Effectively: Developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different audiences. 

• Demonstrates Self-awareness: Using a combination of feedback and reflection to gain productive insight into personal strengths and weaknesses.