Executive Assistant

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
• Client relationships
• 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
  

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)

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.