Assistant to Office Managing Partner

Assistant to Office Managing Partner Deloitte Services LP provides a wide variety of internal support services to the people of Deloitte & Touche USA LLP and its subsidiaries. Areas of opportunity include Human Resources, Information Technology, Marketing and Communications, Financial Support Services and more. As with all the businesses within Deloitte & Touche USA LLP and its subsidiaries, a core set of competencies is associated with each category. An overall understanding of quality client service, the experience to work in multifunctional teams, a strong business acumen and the instinct to think and act globally are essential for advancement within our organization.   Position:  Assistant to Office Managing Partner   Location:  Dallas - Chase Tower   Job Summary: This job exists to provide administrative support services for one or more internal clients. While the nature of the job responsibilities would remain primarily administrative they would differ based on the requirements of each client being served. The roleholder would need to maintain very high level of professional and ethical standards in communicating with both external and internal contacts for the client. The role may require flexibility around overtime. An advanced level proficiency of administrative skills including communication and computing is required. The role also requires basic knowledge of the clients business and other behavioral competencies.   The role is typified by, but not excluded to the following duties and responsibilities:   Primary Duties and Responsibilities:   Administrative Provide administrative support for client/s and manage multiple tasks which require discretion and judgment to prioritize Coordinate meetings and conferences and may attend department meetings and prepare minutes. Routinely handle sensitive/confidential information requiring a high level of discretion. Regularly pass on instructions, advice on behalf of the client and obtain decisions or agreements in sensitive situations Develop a good working relationship with all levels of staff within the functional area and provide information on established office policy. Cultivate relationships and maintain contact with external clients on behalf of internal clients. Occasionally function as a backup for other Administrative Assistants within the group and lead other teaming activities as directed Prepare requisitions for specific office purchases with appropriate authorization and arrange for payments. Manage all assigned time and expenses tasks with accuracy and meet all practice specified deadlines Assist with project coordination/deliverable production as directed by client.   Organizing and planning Arrange and own booking for conference rooms, catering, audio visual and telephony equipment for meetings and conferences Arrange international and national travel for client in accordance with firm policy with little or no guidance Manage and organize logistics for external functions including meetings, conferences entertainment, receptions and dinner arrangements, suggest themes and presentation formats. Prepare official agenda for meetings with little or no direction Compile materials for training and meetings with little or no direction from client Effectively manage the daily schedule of the client including: analyzing, synthesizing and summarizing in-coming communications, managing the calendar and ensuring information and materials are available for travel, meetings and conferences.  Function/Client Specific Duties:   This position will support the Managing Partner for the North Texas, Oklahoma and Arkansas Deloitte Offices. The ideal candidate will play a central role in keeping this busy executive's activities organized, on track and moving forward. Candidate must have proven exceptional organizational and communication skills, the ability to manage multiple tasks efficiently, excellent judgment; comfortable juggling tasks from the mundane to the morestrategic and is able to work in a highly productive fast-paced, team and service-oriented environment with a smile and a sense of humor.   The candidate must be a high energy self-starter who can work productively with minimal day-to-day supervision.   Responsibilities: Provide administrative support to the Managing Partner for the North Texas, Oklahoma and Arkansas offices.  Provide indirect administrative support to other key regional, national and local leaders as part of an integrated back-up team of administrative professionals. - Handle large volume of typing from voicemail dictation and/or handwritten notes including but not limited to a large volume of e-mail communication with attention to detail, grammar, punctuation, and tone. - Prepare itineraries and handle all travel arrangements including flights, hotels, and transportation; handle occasional personal travel arrangements. - Facilitate executive proficiency through careful scheduling of meetings and conference calls-sometimes 15 or 20 in a day; handle some personal meetings and appointments. - Act as liaison with other departments and outside organizations, including senior-level management of Deloitte, elected and appointed government leaders, the media, and association leaders. - Effectively manage delegated work to teammates for timeliness, quality, and completeness when necessary. - Facilitate and coordinate communications, verbal and e-mail with a national network of close to 500 partners, directors, and senior managers. - Prepare and track weekly Time & Expense reports including airline ticket and credit card reconciliation reports. - Photocopying - Filing - Handle a large number of special one-time projects as needed, requiring some ability to work with quantifiable data.  Qualifications: - Minimum of 7 years proven related experience - College Degree a plus - Track record of working effectively with a senior executive in a fast-paced and service-oriented environment. - Demonstrated professionalism, confidence, strong organizational skills, efficiency, initiative, resourcefulness, and adaptability to change. - Must understand the nuances of arranging for travel, meetings, and conference calls for different time zones, etc. - Highly trustworthy at all times and ability to deal with significant/highly confidential business information. - Minimum Advanced level in Microsoft Office products (Word, Excel, PowerPoint) and Outlook Calendar. - Must type 75-80 WPM. - Must demonstrate a proactive approach that is intuitive and able to anticipate circumstances. - Thrives in an environment where multiple activities are on going, and an ability to easily handle the related stresses. - Demonstrated strong written/oral communication, and proofreading skills with a high level of attention to detail. - Consistently contribute as a team player including participating in team activities and seeking out areas to assist other team members. - Broad-based understanding of the public sector a plus.   About DeloitteDeloitte refers to one or more of Deloitte Touche Tohmatsu, a Swiss Verein, and its network of member firms, each of which is a legally separate and independent entity. Please see www.deloitte.com/about for a detailed description of the legal structure of Deloitte Touche Tohmatsu and its member firms. Please see www.deloitte.com/us/about for a detailed description of the legal structure of Deloitte LLP and its subsidiaries. Deloitte LLP and its subsidiaries are equal opportunity employers.