SATIC - Virtual Assistant

PwC South Africa; Johannesburg; Remote; ZAR 300,000 - 400,000; Full time

Job summary

A leading professional services firm in Johannesburg is seeking an Executive Support Assistant to provide remote administrative support to senior managers and directors. The role involves diary management, stakeholder engagement, and event coordination. The ideal candidate should have at least 3-5 years of experience in executive support and strong skills in Microsoft Office and Salesforce. This position offers the opportunity to contribute to a collaborative and dynamic environment.

Benefits

Flexibility in work schedule

Professional development opportunities

Collaborative work environment

Qualifications

• Matric (or equivalent) as minimum qualification.
• 3-5 years experience in executive support or virtual assistance.
• Experience working directly with senior executives.

Responsibilities

• Provide administrative support to senior managers and directors.
• Manage stakeholder engagement and diary management.
• Coordinate travel bookings and organize events.

Skills

Strong knowledge of Microsoft Office Suite

Excellent written and verbal communication skills

Advanced planning and time management

Organizational skills

Problem-solving abilities

Education

Bachelor’s degree in Business Administration or similar

Diploma in Office Management or Business Management

Tools

Salesforce

Google Workspace

Job description

PwC launched the South African Technology & Innovation Centre (SATIC), designed to innovate, build, and deploy solutions for our global clients across a range of technology and transformational needs.

The Executive Support (ES) Assistant is responsible for providing remote administrative support to a combination of senior managers, directors, and partners within the territory at heightened ratios due to service offering compositions. The role ensures efficient management of tasks related to stakeholder engagement, diary management, documents, travel, and event coordination while continuously seeking feedback to enhance service delivery. Motivated and detail-oriented Associate with a solid grounding in Executive Support, committed to supporting team objectives and delivering consistent, high-quality outputs. Brings a collaborative mindset, eagerness to learn, and a strong work ethic to every project.

Requirements:

• Minimum Qualification: Matric (or equivalent).
• Education: A bachelor’s degree focused on fields like Business Administration or similar

OR

• Diploma/ Certification: Diplomas in Office Management or Business Management.

Certificates in business operations or executive secretarial studies.

• A minimum of 3- 5 years of experience in executive support, administrative roles, or virtual assistance, with progressive responsibility.
• Prior experience working directly with senior executives
• Experience handling organizational changes
• Experience in identifying problems and implementing effective solutions in a fast-paced environment.

Stakeholder Engagement and Support:

• Schedule ad hoc and weekly meetings with stakeholders.
• Join calls and meetings, taking and updating action items.
• Plan and prepare stakeholders for upcoming engagements.
• Act as a tech knowledge partner, assisting in new technology setup and Q&A support.

Diary Management:

• Coordinate internal and external meetings, including booking meeting rooms and catering.
• Prepare pre-meeting documentation.
• Monitor attendance and acceptance; manage rescheduling and clashes.
• Time blocking and protecting schedules as required.

Travel Coordination:

• Identify and clarify travel needs in coordination with stakeholders.
• Research travel options and manage bookings, including providing detailed itineraries and booking transfers.
• Manage visa and entry requirements.

Document Management

• Support the creation of presentations and documents by using established templates and ensuring alignment with brand guidelines. Focus on formatting, accuracy, and consistency rather than content strategy or design leadership.
• Prepare meeting notes and agendas by capturing key points during calls and meetings. Ensure documents are clear, complete, and submitted for review where needed. Escalate sensitive or complex items to senior team members.
• Collaborate with offshore design teams by following instructions to request slide decks or visual materials. Ensure requests are clear and complete, and assist in reviewing final outputs for accuracy and formatting

Event Coordination

• Support the planning and coordination of events by assisting with logistics such as booking venues, arranging catering, and managing guest lists. Follow established processes and escalate any issues or uncertainties to senior team members.
• Assist in logistical planning by gathering quotes, confirming bookings, and tracking RSVPs. Ensure all arrangements align with provided budgets and timelines and flag any discrepancies or risks early.
• Coordinate with external stakeholders by sending invitations, confirming attendance, and providing event details. Maintain professionalism and ensure all communications are accurate and timely.

Salesforce and Relationship Management

• Support client relationship research by gathering basic information from internal systems or public sources as directed. Ensure data is accurate and relevant and escalate complex or unclear findings to senior team members.
• Maintain client contact records in Salesforce by entering and updating data according to established guidelines. Ensure accuracy and completeness, and support campaign execution by preparing lists or reports as requested.

Reporting and Feedback:

• Provide weekly reports on all activities undertaken for stakeholders, including progress updates and completed tasks.
• Obtain stakeholder feedback on service experience to identify areas for improvement and drive service excellence.

• Technical Proficiency: Strong knowledge of the Microsoft Office Suite (especially Excel, PowerPoint, Word and Outlook), Google Workspace, and other relevant technology is crucial.
• Organizational Skills: Advanced planning, time management, and problem-solving abilities are fundamental for handling multiple tasks efficiently.
• Communication Skills: Excellent written and verbal communication skills are vital for interacting with various stakeholders.
• Business Acumen: Understanding of office administration, business structures, and report writing is highly beneficial.
• Professionalism and Confidentiality: Key traits for navigating team dynamics and maintaining trust with management.
• Active Listening: Ability to fully focus, understand, and respond effectively to communications.
• Analytical Thinking: Break down requests into fundamental principles and support problem-solving.
• Empathy: Demonstrated understanding and interest in others' experiences and emotional states.
• Self-Awareness and Emotional Regulation: Recognize personal emotions and manage them to enhance performance.
• Detail-oriented and results-driven
• Proactive and solution-focused
• Comfortable working with ambiguity and managing change
• Culturally competent with a global mindset
• High integrity and professional accountability
• Flexibility and Adaptability: Comfortable with change and adjusting to new situations.
• Creativity and Service Excellence: Implement creative solutions and ensure quality service delivery.
• Inclusion: Foster a diverse and inclusive work environment.
• Relationship Building: Ability to cultivate strong, trusted professional connections.
• Well-Being: Maintain personal well-being and contribute positively to team energy.
• Global business services or back-office support environment/ shared services is vital.