Executive Support Administrator

Line of Service

Internal Firm Services

Industry/Sector

Not Applicable

Specialism

IFS - Operations

Management Level

Associate

Job Description & Summary

A career in Administration and Secretarial Services, within Internal Firm Services, will give you with the opportunity to provide administrative support to PwC employees. You’ll focus on using business software applications to prepare reports, receiving and directing incoming calls or emails to the appropriate parties, arranging business travel, tracking expenses, and coordinating meeting arrangements.

Role: Executive Support Administrator
Location: Jersey
Line of Service: Operations
Grade: Associate / Senior Associate
Contracted Hours per Week: 37.5 hours

PwC Channel Islands Overview
PwC is a highly dynamic professional services firm offering Advisory, Tax, Audit and other assurance services to a large portfolio of international and local clients. The Channel Islands firm employs 600+ staff in offices across Jersey, Guernsey and Alderney and is part of an international network of 151 PwC firms
employing over 364,000 staff.

Job Summary:
PwC offers an exciting opportunity to be part of a growing team of Executive Support Administrators within the Operations team who are passionate about supporting business priorities for Partners and Directors across the Channel Islands (BCI).

This is a fantastic opportunity for the right individual to;

• Be an integral part of the wider Executive Support team, supporting PwC stakeholders across the BCI

• Develop their personal skills as well as technical to enhance their career

• Expand their networks across PwC

• Significantly broaden their understanding of the firm

The role will suit an individual looking to start their career in PwC, who is prepared to provide support to the Executive Support team and wider BCI stakeholders. You will work as part of a multidisciplinary team, with the passion and ability to upskill yourself.

The role requires a high level of self management and personal responsibility coupled with the ability to prioritise, organise and manage tasks and workload. You will have a customer service mindset, good technical skills and the ability to keep up to date with current and emerging technology.

Responsibilities:

Responsibilities include:
● Core responsibilities - expected responsibilities to fulfil

• Stakeholder Diary / Meeting Support - provide transactional support to organise client or internal meetings and manage existing calendar invites.

• Travel management - research and booking of travel requests, including itinerary preparation for complex travel (e.g., visas, accommodation, flights, taxis etc).

• Stakeholder meeting management, including preparation (e.g., briefing notes, slides, bios of meeting attendees) and attendance of meetings (e.g., producing minutes, transcribing recorded meetings and creating follow-up actions), when required.

• Documents - preparation and formatting of documents (both internal/external), which comply with the PwC brand and adhere to guidelines (working closely with the Marketing team/relevant stakeholders when required).

• Support with maintaining the firm's Client Records Management system (Salesforce), as required.

• Maintain and manage the room booking system, resolving booking conflicts

• Ability to draft and monitor stakeholder mailboxes, including engaging with stakeholders on matters which may require additional decision-making

• Timesheets - Ensuring that you and your assigned Engagement Leaders are completing timesheets on time, accurately and adhering to the Firm's policies and procedures.

• Compliance - Ensuring that you and your assigned Engagement Leaders are completing any Compliance training: establishing adequate time is assigned to an Engagement Leaders diary to complete this, whilst adhering to the Firm’s policies and procedures.

● Collective responsibilities - shared responsibilities with wider Executive Support team; to manage collectively across the team

• Event coordination - providing support to stakeholders on the logistics of both internal/external meetings, training and events

• Any other ad hoc administration duties as requested

• Supporting the wider Team during planned and unplanned absences to ensure a seamless support to stakeholders

• Assist with general office queries when required, e.g., photocopying, binding, scanning and laminating

• Stakeholder Meetings - including minute/note taking, transcribing and circulating recorded notes and follow up on action points, when required.

● Ad-hoc responsibilities - additional responsibilities which can be taken on once fulfilling all core and collective responsibilities

• Support stakeholders with managing their social media accounts, identifying relevant content on social media platforms via SMARP and linking in with marketing teams to create market campaigns.

• Timesheets - When required, supporting stakeholders with the completion of timesheets on time, accurately and adhering to the Firm's policies and procedures.

• Expenses - When required, support stakeholders with the timely preparation of expenses and invoice claims, ensuring compliance to relevant expense policy.

• Build a diverse network of relationships. Engage and support with Firmwide initiatives such as participation in CSR, Sports and Social, Health & Wellbeing, and other events.

• Provide support to Senior Managers / Managers when required

• When required, provide additional support to relevant stakeholders during the busy periods.

• When required, provide ad-hoc Workplace Operations Cover for the team.

Direct Reports:
This role reports to:

• Operations Team Leader

There are no direct reports into this role.

Qualifications & Certifications:

• 5 years residency

• Experience with desktop applications (in particular Microsoft Suite (Mail, Sheets, Docs and Slides)) is desirable. Willingness to learn is essential

Skills & Experience Required:
Essential skills:

• Accuracy and attention to detail

• An enthusiastic and positive attitude with the eagerness to learn and drive own continual self development

• A proactive, helpful and flexible person. Confidently manage and prioritise workloads to meet deadlines, whilst maintaining an exceptional quality of work

• Strong Interpersonal skills with the ability to build and maintain trusted relationships with stakeholders.

• Act as a strong team player: collaborate and support colleagues who delegate work to you, ensuring a seamless service is provided to business stakeholders. Proactively share knowledge with colleagues.

• Ensure high levels of customer services at all times, and be an advocate for the Executive Support team.

• Professional behaviours - High levels of discretion and understanding of confidentiality

Desirable skills:

• Show a curious mindset to existing and emerging technologies to support new ways of working and the ability to embrace and adapt to new technology in a fast moving tech environment.

• Strong communication skills and time management

• Experience with minute/note taking is desirable

Travel Requirements:
You will be required to travel to the other Islands (Guernsey or Jersey) from time to time.

The skills we look for in our people:
All our people need to demonstrate the skills and behaviours that support us in delivering our business strategy. This is important to the work we do for our business, and our clients. These skills and behaviours make up our global leadership framework, The PwC Professional.

The PwC Professional focuses on five core attributes; whole leadership, business acumen, technical capabilities, global acumen and relationships. We use this framework to recruit, develop, and assess our people, at all grades and in all areas of our business, because we expect all of our people to be leaders.

Diversity:
We work in a changing world which offers great opportunities for people with diverse backgrounds and experiences. We seek to attract and employ the best people from the widest talent pool as well as those who reflect the diverse nature of our society. We aim to encourage a culture where people can be
themselves and be valued for their unique strengths. Creating value through diversity is what makes us strong as a business. https://www.pwc.co.uk/diversity

Education (if blank, degree and/or field of study not specified)

Degrees/Field of Study required:

Degrees/Field of Study preferred:

Certifications (if blank, certifications not specified)

Required Skills

Optional Skills

Desired Languages (If blank, desired languages not specified)

Travel Requirements

Up to 20%

Available for Work Visa Sponsorship?

No

Government Clearance Required?

No

Job Posting End Date