IFS - Office Management - Executive Assistant Manager

Job description / Role

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

At PwC Middle East, we've set out an ambitious purpose and strive to live it everyday: to solve important problems and build trust in society.

We're a community of solvers that come together in unexpected ways to build trust and create sustained outcomes. We solve important problems, support one another as we grow, develop and build fulfilling careers.

PwC provides industry-focused services for public and private clients across Assurance and Audit, Deals, Consulting, Tax and Legal. We draw on our development legacy that brings together the collective experience of over 7,000 people in our region with offices across 12 countries to solve for tomorrow.

We're striving to consistently deliver innovative work that builds trust and delivers sustained outcomes. And we're proud of the strength that comes from all our different backgrounds and experiences and we value everyone's uniqueness. We thrive in uncertainty, operate with integrity and leverage the diverse perspectives of our teams.

If you're looking for a place that fuels your ambition to make a difference, that matches your curiosity with continuous learning opportunities and reimagines ways of working to enable you to lead a more balanced life, then you're a future PwCer.