Office Administration jobs in France

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 administrative support to senior managers, directors, and partners within the SATIC Head Office environment. The role ensures efficient management of tasks related to stakeholder engagement, diary management, documents, travel, event coordination, expense management and ad hoc administrative aspects. In addition to core responsibilities, the ES Assistant provides support for strategic projects and initiatives, facilitates collaboration across teams, and drives process improvement through proactive problem-solving. The role also includes business unit administration, onboarding support, and coordination of cultural and engagement activities, including diversity, equity, and inclusion programs. A motivated and detail-oriented professional with a solid grounding in Executive Support, committed to delivering high-quality outputs, fostering collaboration, and ensuring alignment with organizational objectives.

• Minimum Qualification: Bachelors degree

• 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.

1. 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.

2. 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.

3. 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.

4. 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.

5. 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.

6. 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.

7. Strategic Project & Initiative Support:

• Provide administrative support for strategic projects, including tracking progress, preparing briefing materials, and assisting with reporting requirements.
• Facilitate collaboration across teams to ensure alignment with business unit and organizational objectives.

8. Process Improvement and Problem Solving:

• Take ownership of tasks and demonstrate a proactive approach to problem-solving.
• Seek opportunities for process improvement and increased efficiency within the executive support function.

9. Business Unit Administration:

• Act as the go-to person for resolving administrative queries and providing guidance on internal processes and systems.
• Support onboarding and induction activities for new team members.
• Coordinate business unit-wide communications, ensuring timely dissemination of information and alignment with wider firm messaging

10. Cultural and Engagement Activities:

• Lead the planning and execution of cultural and engagement activities, such as town halls, recognition programs, wellness initiatives, and volunteer events.
• Champion diversity, equity, and inclusion (DEI) initiatives, partnering with other support services and leadership to create impactful programs.

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.