Partner Administrative Assistant - Advisory

Posted 11 days ago

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Job Details

Full Time

Location

Scotia, ON

Job Description

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
Inbox Management - Monitors Partner's email inbox (optional- as directed by Partner). Flags and prioritizes based on urgency and subject matter
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
Marketing - Works with marketing team assisting where required; email distribution, client event communications. Manages Partner's contacts, opportunities, and compliance with Canadian Anti-Spam Legislation ensuring they are current. May manage or support proposal process in collaboration with marketing resources. (needs to have thresholds for Marketing support for proposals)
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
Act as a subject matter expert for KPMG's internal risk management process
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 requirements (i.e. ethical dividers, disclosures, consent, conflict letters) are known and provided to the Engagement Team to action/follow through
Engage with KPMG's Risk Management Centre of Excellence to keep up to date with new policy or procedural changes, problem solve and provide insight on trends being brought through the Delivery Centre
Proactively engage in interactions in a professional manner with a one team mentality to achieve turnaround targets to ensure a high service level

Key Responsibilities Related to Billings

Review engagement letters to identify billing schedule, terms, etc.
Regularly review engagements with engagement Partner to determine those to be billed and determine if ERP changes or closeouts are required
Forward ERP changes and closeouts to the Processing Centre
Draft bills for review by the engagement Partner
Finalize and approve bills within IBS for Partners that have delegated this task to the PAA
Track all bills sent for review or approval to ensure reasonable turnaround time
Process bill adjustments (credit notes and bill reversals) based on consultations with or instructions from the engagement Partner
Act as the main contact for Partners and client service staff on all billing-related matters
Using HANA; preparation of various engagement related reports as requested from Partners and client service staff

What you bring to the role

Minimum 5 years administration experience.
Good judgment and analytical skills.
Excellent written and communication skills.
Ability to work independently.
Advanced skills with MS Office Products. In particular, Outlook, Excel, and PowerPoint etc.
Security clearance considered an asset

Providing you with the support you need to be at your best
Our Values, The KPMG Way
Integrity, we do what is right | Excellence, we never stop learning and improving | Courage, we think and act boldly | Together, we respect each other and draw strength from our differences | For Better, we do what matters

KPMG in Canada is a proud equal opportunities employer and we are committed to creating a respectful, inclusive and barrier-free workplace that allows all of our people to reach their full potential. A diverse workforce is key to our success and we believe in bringing your whole self to work. We welcome all qualified candidates to apply and hope you will choose KPMG in Canada as your employer of choice. For more information about Inclusion, Diversity & Equity in Recruitment, please click here .

Adjustments and accommodations throughout the recruitment process
At KPMG, we strive for an inclusive recruitment process that allows all candidates to Come As You Are and Thrive with Us. We aim to provide a positive experience and are ready to offer adjustments or accommodations to help you perform at your best. Adjustments (an informal request), i.e. extra preparation time or the option for micro breaks during interviews, and accommodations (a formal request), i.e. accessible communication supports or technology aids are tailored to individual needs and role requirements.

To begin a confidential conversation about adjustments or accommodations at any point throughout the recruitment process, we encourage you to contact KPMG's Employee Relations Service team for support by emailing cdnersteam@kpmg.ca or by calling 1-888-466-4778, Option 3.

For information about accessible employment at KPMG, please visit our accessibility page .

About KPMG

KPMG LLP is the Canadian member firm of KPMG International. We provide Audit, Tax, and Advisory services to many of the public and private business, not-for profit, and public sector organizations in Canada. Nationally, there are 40 offices and over 700 partners and 7,000 employees working together to help Canadian businesses achieve their goals. Leveraging the skills, knowledge and passion of our firm and our people allows us to serve our clients with uncompromising professionalism, cutting through complexity to provide valuable insight—in Canada and around the world. KPMG s.r.l./S.E.N.C.R.L. est le cabinet canadien membre de KPMG International Cooperative (« KPMG International »). Nous offrons des services professionnels en audit et en fiscalité ainsi que des services-conseils à une vaste clientèle composée notamment de sociétés ouvertes et fermées, d’organismes sans but lucratif et d’organisations du secteur public au Canada. KPMG compte 40 bureaux à l’échelle nationale, au sein desquels collaborent plus de 700 associés et 7 000 employés pour aider les sociétés canadiennes à atteindre leurs objectifs. Nous misons sur les compétences et le savoir-faire de notre équipe pour servir nos clients − au Canada et ailleurs dans le monde − avec rigueur et professionnalisme. Notre mission première : simplifier la complexité en proposant des perspectives éclairantes.