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IFS - Office Management - Executive Assistant Manager

PricewaterhouseCoopers

Amman, Jordan

Ref: HP639-1412

Job description / Role

Employment: Full Time
Job Duration: Permanent Employment

Line of Service
Internal Firm Services

Specialism
IFS - Internal Firm Services - Other

Management Level
Manager

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.

To manage the Levant Executive Assistance team including the SDC.  SDC EAs are providing support and administrative assistance for defined routine administrative work streams to groups of internal clients within the firm,  on a virtual basis from a remote location. Responsible for the quality sourcing, structure, cost effectiveness, and management of the organization's SDC Executive Assistant (EA) team. Also responsible for managing the EAs in the other Levant countries.

Financial 

- Plan budget for EA team and monitor performance throughout the year.
- Analyse EA team services, spend and propose cost optimisation solutions while maintaining service excellence.
- Ensure accuracy of expenses and timesheets created by the EAs.
- Ensure accuracy of medical expenses created by the EAs.

Customer 

- Communicate regularly with key stakeholders in the business to review the effectiveness of the Executive Assistants team and to ensure that the business is efficiently and cost effectively supported.
- Provide a bridge for smooth communication between the team and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
- Ensure routine EA services such as travel bookings and scheduling of meetings and conference calls are aligned with the business plan of the organisation and the business needs.
- Manage EA projects to high quality completion within agreed upon timeline and budget.

Internal Process 

- Develop sound processes and conduct regular reviews of current processes of the EAs to ensure efficiency and alignment with business needs.
- Develop EA policies and procedures in line with the region's  strategy.
- Explore and recommend automation processes to improve existing methods/tools to enhance service offerings.
- Ensure alignment with set business resilience standards.
- Take on special projects within the EA  function, as determined by the Office Services & Executive Assistant Leader, and manage them autonomously.
- Manage a variety of special projects for the team, some of which may have organizational impact.
- Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.
 
Learning and Growth  

- Plan, coordinate and ensure the team's schedule is followed and respected.
- Work closely and effectively with the team to keep them well informed of upcoming commitments and responsibilities.
- 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.
- With the Office Services & Executive Assistant Leader, identify and appoint Executive Assistants of the right quality.
- Ensure that all new joiners within the department are inducted and trained on PwC's policies, procedures and standards.
- Motivate train, develop and evaluate staff to ensure the availability of the necessary skills and expertise and to realise staff potential.
- Develop talent within the team by ensuring that they have clear objectives, providing consistent direction and support to achieve targets/service level agreements, and providing meaningful performance reviews.
- Establish a healthy work environment for employees.
- Act as a key resource and liaison to other functional areas of the business, building cross-functional relationships as needed.

Requirements

Education 

- Bachelor's  degree.
 
Language 

-  Fluency in spoken and written English, proficiency in Arabic is an advantage.
 
Overall Experience 

- 5+ years experience in a people management role.
 
Specific Experience 

- Experience with a professional services firm preferred.
- Prior people management/team lead experience preferred.
 
Knowledge and Skills 

- Pragmatic and objective approach to problem solving and ability to multitask.
- Demonstrate strong organisational skills, regularly act on own initiative, highlighting issues and suggesting possible solutions.
- Strong interpersonal and consultative skills in order to consult and build strong credible relationships with a broad range of stakeholders.
- Strong customer focus and ability to manage a team to provide high level of service.
- Strong coaching and mentoring  skills.
- Excellent oral and written communication.
- Demonstrates sensitivity together with the ability to negotiate effectively and influence others when appropriate.
- Seeks and applies knowledge and skills, continually striving to improve within role.  Advocate best practice in this regard to others.
- This role requires an effective team player who is able to promote and demonstrate one Firm and team working, contributing to the goals and objectives of the EA function.
- Should possess a strong focus on customer service for both internal and external clients.  Advocate best practice in this regard and demonstrate in role.
- Will need to keep up to date with EA best practice, changes to systems policies and procedures.
- Must be flexible, able to work with change, adapting as appropriate and encouraging others to do so.
- Exercise confidentiality, discretion and personal sensitivity in all aspects of the role.
- Knowledge of administrative and clerical procedures and systems.
- Thorough understanding of people policies and processes including recruitment and reward.

About the Company

PwC firms help organizations and individuals to create the value they're looking for.

We're a network of firms in 158 countries with close to 169,000 people who are committed to delivering quality in assurance, tax and advisory services. PwC is the brand under which member firms of PricewaterhouseCoopers International Limited (PwCIL) operate and provide services. Together, these firms form the global PwC network.

In our 3 key areas of business or Lines of Service Assurance, Tax, and Advisory we work with our clients from business start ups to the worlds leading organizations to measure, protect and enhance the things that matter most to them.

We help our own people to learn, discover, develop and make a real difference all the way through their working lives. And we have big ambitions to grow.

PwC Middle East Region is part of what we call the Central Cluster and includes the UK, Europe and Africa as well as the Middle East. The region consists of 12 markets - UAE, Saudi Arabia, Qatar, Kuwait, Bahrain, Oman, Jordan, Lebanon, Egypt, Libya, Iraq and Palestine.

PwC has been established in the region for over 40 years, we already employ over 4500 people and we are on course to become the Middle East number one professional service firm.

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