Line of Service

Internal Firm Services

Industry/Sector

Not Applicable

Specialism

IFS - Operations

Management Level

Associate

Job Description & Summary

At PwC, our people in business services and support focus on providing efficient and effective administrative support to enable smooth operations within the organisation. This includes managing schedules, coordinating meetings, and handling confidential information.

Those working as assistants and office support at PwC will provide high-level administrative support to senior executives, including managing their schedules, coordinating meetings, and handling confidential information. You will play a crucial role in maintaining smooth operations and effective communication within the organisation.

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 preparation - provide assistance with advance meeting document preparation, when requested (eg assistance with collation and creation of briefing notes, slides, bios of meeting attendees) Documents - preparation and formatting of documents (both internal and external), which comply with the PwC brand and adhere to guidelines (working closely with the Marketing team/relevant stakeholders when required).

Support stakeholders with maintaining accurate records on the firm's Client Records Management system (Salesforce), e.g. adding or updating contacts as required.

Ability to monitor stakeholder mailboxes, when required, including engaging with relevant stakeholders on matters which may require additional decision-making.

Timesheets - Ensuring that you are completing your timesheet on time, accurately and adhering to the Firm's policies and procedures, including those of your stakeholders where required.

Compliance - Ensuring that you and your assigned stakeholders are completing any Compliance training: establishing if adequate time has been assigned to diaries to complete this, whilst adhering to the Firm’s policies and procedures.

Expenses - support stakeholders with the timely preparation of expenses and invoice claims, ensuring compliance to relevant firm policies.

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. Liaising with internal Operations team and/or external suppliers as required.

Supporting the wider Executive Support Team during planned and unplanned absences to ensure a seamless support to stakeholders.

Guide and assist (where necessary) with general office queries, e.g., photocopying, binding, scanning and laminating.

Retain security of documentation and signatures by arranging signing of documents and securing e signed documents, once approved by a relevant EL, that fall outside of the Docu-sign process.

Any other ad hoc administration duties as requested.

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

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 guidance on self-service systems such as travel, Senior Managers / Managers when required, to empower them to use the firm’s self-service tools.

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:

Executive Support 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 Island 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, Evolved PwC Professional.

The Evolved PwC Professional focuses on two core behaviours: Trusted Leadership and Distinctive outcomes. Trusted Leadership is underpinned by core behaviours that Inspire, Empower and Evolve, and Distinctive outcomes is underpinned by behaviours that Champion, Build and Deliver.

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://pwc.to/2vY6KZm.

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

Accepting Feedback, Accepting Feedback, Active Listening, Administrative Support, Agile Database Administration, Business Process Improvement, Calendar Management, Clerical Support, Collaborative Forecasting, Communication, Communications Management, Concur Travel, Conducting Research, Confidential Information Handling, Corporate Records Management, Correspondence Management, Credentialing Database, Customer Relationship Management, Customer Service Excellence, Customer Service Management, Data Entry, Deployment Coordination, Electronic Billing, Electronic Filing, Electronic Records Management {+ 31 more}

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