Executive Assistant/Project Coordinator- 18 Month Contract

KPMG LLP Canada; Ottawa; On-site; CAD 55,000 - 75,000; Full time

Job summary

KPMG seeks an Executive Assistant in Ottawa to support a senior Partner. This key role involves managing schedules and emails, coordinating meetings, and supporting client engagements, ensuring excellence in client service. This is a contract position with potential for permanence, requiring strong communication and organizational skills.

Qualifications

• Minimum 5 years administration experience.
• Good judgment and analytical skills.
• Advanced skills with MS Office Products, particularly Word, Outlook, Excel, and PowerPoint.

Responsibilities

• Manage Partner(s) calendar and emails, prioritizing urgent communications.
• Coordinate meetings and handle domestic travel arrangements.
• Support Engagement Team with client engagements from start to finish.

Skills

Analytical Skills

Excellent Written and Communication Skills

Project Management Skills

Ability to Work Independently

Tools

MS Office Products

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 is looking for an Executive Assistant to support a senior Partner with global and national responsibilities on a range of activities

This role is deemed to be an essential service and is required to be performed in office.

This is an 18-month contract with the possibility of becoming permanent.

What you will do

• Professionally interact with clients as directed. Action client communications and respond in a timely fashion. Independently action routine enquiries and escalate complex client enquiries to appropriate parties based on knowledge of practice, structure and work processes
• Monitor Partner(s) email inbox. Flag and prioritize emails based on urgency and subject matter at the discretion of the Partner(s)
• Proactively look ahead and manage Partner(s) calendar/schedules, maximizing the best use of their time. Proactively and independently identify, resolve, and manage calendar conflicts
• Onboard new Clients and update existing Client entities in IBS internal database
• Enter new Partner contacts in internal database. Update contact information for any existing contacts. Manage Partners contacts with Canadian Anti-Spam Legislation ensuring implied consent is current
• Work with marketing teams when required with specific client proposals, RFP, email distribution, client event communications. At Partner discretion, manage or support proposal process in collaboration with marketing resources
• Create, proofread and distribute various communication on behalf of the Partners
• Handles routine communications on behalf of Partners and reports on actions taken
• Coordinate and manage the Risk Management workflows/approvals required during the client/engagement acceptance process on behalf of the Engagement Team
• Support the Engagement Team, if required, with Client engagements and global multi-firm engagements from beginning to end
• Coordinate scheduling for internal and external client meetings, leadership meetings, and events via Teams and/or in person including logistics, securing meeting space, catering, invitations and RSVPs. Compile, transcribe, and distribute minutes of meetings when required and follows up on action items following the meeting
• Handle domestic and internal travel arrangements and reservations as required, including business visas and other explanation, clarification, and diplomacy. Book hotel accommodations, car rentals/services, restaurant reservations as may be required
• Complete, reconcile, and ensure timely submission of time and expense reports for the Partner(s)
• Voice of the Client follow-ups (client feedback surveys)
• Contract coordination, pulling wins from Engage and requesting contracts from Partners
• Assist with preparing Quarterly Reports for contracts
• Requesting Insurance Certificates for Contracts

What you bring to the role

• Minimum 5 years administration experience
• Good judgment and analytical skills
• Excellent written and communication skills
• Project management skills considered an asset
• Ability to work independently
• Advanced skills with MS Office Products, in particular, Microsoft Word, Outlook, Excel, and PowerPoint

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.

Adjustments and accommodations throughout the recruitment process

At KPMG, we are committed to fostering an inclusive recruitment process where all candidates can be themselves and excel. We aim to provide a positive experience and are prepared to offer adjustments or accommodations to help you perform at your best. Adjustments (informal requests), such as extra preparation time or the option for micro breaks during interviews, and accommodations (formal requests), such as accessible communication supports or technology aids, are tailored to individual needs and role requirements. You will have an opportunity to request an adjustment or accommodation at any point throughout the recruitment process. If you require support, please contact KPMG’s Employee Relations Service team by calling 1-888-466-4778.