Roles and Responsibilities
Senior Executive Assistant Duties And Responsibilities
Financial
* Adhere to budget
Customer
Diary Management
* Extensive management of online diaries, book appointments and arrange meetings, updates as required
* Ensure Executive/s get to meetings on time with appropriate documentation
* Act as back up in managing other Executives’ and Principals’ diaries when their EAs are not available
Call Management
* Handle and screen calls for Executive/s
* Take and pass messages to Executive/s in a timely manner
Email Management
* Monitor Executives’ email inboxes when they are out of the office or at meetings and taking action as necessary
* Maintain and build good working relationships with Executive/s clients and their assistants via phone and email communication
* Assist other EAs during busy periods
Internal Process
Meetings
* Proactive planning for meetings and follow up actions (documents, papers needed…)
* Organise local internal and external meetings, including organising catering, IT requirements etc
Partner and Executive General Admin
* Proofread and finalize documents when required i.e. presentations, proposals, letters
* General filing
* Keeping Executive own contacts databases/business card storage up to date
Learning and Growth
* Exercise confidentiality, discretion and personal sensitivity in all aspects of the role
* Comply with PwC policies and procedures in all aspects of the role
* Build network of strong working relationships both internally and externally
* Assist with the organisation of PwC events as needed including dinners and outside events
* Act as a key resource and liaison to other functional areas of the business, building cross-functional relationships as needed
Desired Candidate Profile
1. Organizational Skills
* Time Management: Ability to manage an executive’s calendar, prioritize tasks, and meet deadlines.
* Scheduling: Expertise in coordinating meetings, travel, and appointments, often with multiple time zones.
* Task Prioritization: Ability to manage multiple competing priorities and make decisions on what should take precedence.
* Attention to Detail: Ensuring all details of scheduling, documentation, and communication are accurate.
2. Communication Skills
* Verbal Communication: Clear and concise communication when liaising with executives, staff, and external stakeholders.
* Written Communication: Proficient in drafting emails, reports, and presentations that are professional, accurate, and to the point.
* Discretion & Confidentiality: Understanding of sensitive matters and the ability to handle confidential information with discretion.
3. Problem-Solving & Critical Thinking
* Decision Making: Ability to make quick, informed decisions in the absence of the executive.
* Resourcefulness: Being able to identify solutions or alternatives to problems that arise unexpectedly.
* Crisis Management: Remaining calm and effective when handling urgent or high-pressure situations.
4. Technical Proficiency
* Office Software: Advanced knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace.
* Project Management Tools: Familiarity with tools like Trello, Asana, Monday.com, or others for managing tasks and projects.
* Communication Tools: Proficiency with communication tools like Slack, Zoom, or Teams for virtual meetings and team collaboration.
* Document Management Systems: Managing and organizing files digitally (e.g., SharePoint, Dropbox, or cloud-based systems).
5. Multitasking
* Managing Multiple Responsibilities: Ability to juggle a variety of administrative, scheduling, and support tasks simultaneously.
* Adaptability: Able to pivot between tasks and reprioritize as new demands arise.
6. Interpersonal Skills
* Relationship Building: Able to maintain positive working relationships with executives, team members, and external stakeholders.
* Client and Vendor Liaison: Acting as a point of contact for external parties, including clients, suppliers, and other executives.
* Emotional Intelligence: Understanding the needs of the executive and colleagues and responding appropriately to different situations.
7. Project Management & Coordination
* Event Planning: Organizing meetings, conferences, and corporate events, including handling logistics, catering, and guest lists.
* Travel Coordination: Managing complex travel itineraries, booking accommodations, and ensuring everything aligns with the executive’s preferences.
* Budget Management: Handling travel expenses, office supplies, and potentially assisting with budget tracking.
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