SATIC: Executive Assistant at PwC South Africa

Summary:

• The Executive Support Associate is responsible for providing remote administrative support to a combination of senior managers, directors, and partners within the territory at heightened ratios due to service offering compositions.
• The role ensures efficient management of tasks related to stakeholder engagement, diary management, documents, travel, and event coordination while continuously seeking feedback to enhance service delivery.
• Motivated and detail-oriented Associate with a solid grounding in Executive Support, committed to supporting team objectives and delivering consistent, high-quality outputs. Brings a collaborative mindset, eagerness to learn, and a strong work ethic to every project.

Qualifications / Certifications required:

• Minimum Qualification: Matric (or equivalent).
• Education: A bachelor’s degree focused on fields like Business Administration or similar

OR

• Diploma/ Certification: Diplomas in Office Management or Business Management.
• Certificates in business operations or executive secretarial studies.

Experience and competencies required:

• A minimum of 3- 5 years of experience in executive support, administrative roles, or virtual assistance, with progressive responsibility.
• Prior experience working directly with senior executives
• Experience handling organizational changes
• Experience in identifying problems and implementing effective solutions in a fast-paced environment.

Responsibilities of role:

Stakeholder Engagement and Support:

• Schedule ad hoc and weekly meetings with stakeholders.
• Join calls and meetings, taking and updating action items.
• Plan and prepare stakeholders for upcoming engagements.
• Act as a tech knowledge partner, assisting in new technology setup and Q&A support.

Diary Management:

• Coordinate internal and external meetings, including booking meeting rooms and catering.
• Prepare pre-meeting documentation.
• Monitor attendance and acceptance; manage rescheduling and clashes.
• Time blocking and protecting schedules as required.

Travel Coordination:

• Identify and clarify travel needs in coordination with stakeholders.
• Research travel options and manage bookings, including providing detailed itineraries and booking transfers.
• Manage visa and entry requirements.

Document Management

• Support the creation of presentations and documents by using established templates and ensuring alignment with brand guidelines. Focus on formatting, accuracy, and consistency rather than content strategy or design leadership.
• Prepare meeting notes and agendas by capturing key points during calls and meetings. Ensure documents are clear, complete, and submitted for review where needed. Escalate sensitive or complex items to senior team members.
• Collaborate with offshore design teams by following instructions to request slide decks or visual materials. Ensure requests are clear and complete, and assist in reviewing final outputs for accuracy and formatting

Event Coordination

• Support the planning and coordination of events by assisting with logistics such as booking venues, arranging catering, and managing guest lists. Follow established processes and escalate any issues or uncertainties to senior team members.
• Assist in logistical planning by gathering quotes, confirming bookings, and tracking RSVPs. Ensure all arrangements align with provided budgets and timelines and flag any discrepancies or risks early.
• Coordinate with external stakeholders by sending invitations, confirming attendance, and providing event details. Maintain professionalism and ensure all communications are accurate and timely.

Salesforce and Relationship Management

• Support client relationship research by gathering basic information from internal systems or public sources as directed. Ensure data is accurate and relevant and escalate complex or unclear findings to senior team members.
• Maintain client contact records in Salesforce by entering and updating data according to established guidelines. Ensure accuracy and completeness, and support campaign execution by preparing lists or reports as requested.

Reporting and Feedback:

• Provide weekly reports on all activities undertaken for stakeholders, including progress updates and completed tasks.
• Obtain stakeholder feedback on service experience to identify areas for improvement and drive service excellence.

Desirable skill sets include:

• Technical Proficiency: Strong knowledge of the Microsoft Office Suite (especially Excel, PowerPoint, Word and Outlook), Google Workspace, and other relevant technology is crucial.
• Organizational Skills: Advanced planning, time management, and problem-solving abilities are fundamental for handling multiple tasks efficiently.
• Communication Skills: Excellent written and verbal communication skills are vital for interacting with various stakeholders.
• Business Acumen: Understanding of office administration, business structures, and report writing is highly beneficial.
• Professionalism and Confidentiality: Key traits for navigating team dynamics and maintaining trust with management.
• Professional Behaviours and Etiquette: Demonstrates respectful, professional conduct and appropriate workplace etiquette in all interactions.
• Active Listening: Ability to fully focus, understand, and respond effectively to communications.
• Analytical Thinking: Break down requests into fundamental principles and support problem-solving.
• Empathy: Demonstrated understanding and interest in others' experiences and emotional states.
• Self-Awareness and Emotional Regulation: Recognize personal emotions and manage them to enhance performance.

Role related attributes:

• Detail-oriented and results-driven
• Proactive and solution-focused
• Comfortable working with ambiguity and managing change
• Culturally competent with a global mindset
• High integrity and professional accountability
• Flexibility and Adaptability: Comfortable with change and adjusting to new situations.
• Creativity and Service Excellence: Implement creative solutions and ensure quality service delivery.
• Inclusion: Foster a diverse and inclusive work environment.
• Relationship Building: Ability to cultivate strong, trusted professional connections.
• Well-Being: Maintain personal well-being and contribute positively to team energy.
• Executive Presence and Professional Judgement: Demonstrates sound judgement, professional conduct, and appropriate workplace etiquette, building trust, credibility, and positive stakeholder relationships.