IFS - Office Management - Executive Assistant Finance - Senior Associate - Riyadh

Line of Service

Internal Firm Services

Industry/Sector

Not Applicable

Specialism

IFS - Administration

Management Level

Senior Associate

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.

Primary duties and responsibilities

Financial
▪ Adhere to the allocated budget for the Office Services function
▪ Propose costs saving solutions as appropriate
▪ Work with procurement with regards to office needs (supplies, consumables)
▪ Prepare purchase orders for all office management supplies

Customer
▪ In line with Procurement guidelines, provide office services supplies
▪ Coordinate local events, office events with close liaison with the Office Manager
▪ Coordinate printing and binding requests
▪ Facilitate New Hire on-boarding process via coordinating inductions and other matters with HR
▪ Notify HC, IT and receptionist of new hires/departures, and provide/remove security passes and access to office as appropriate
▪ Handles and reports ad-hoc issues arising
▪ Acts as an interface between administrative staff and management
▪ Manage external archiving if relevant
▪ Manage seating, storage and parking allocations
▪ Oversee couriers and post room

Internal Process
▪ Manage Office administrator assignment and conflicts
▪ Adhere to policies and procedures set by management
▪ Coordinate driver schedules, reviews timesheets and manages leave
▪ Coordinate office administrator schedules, reviews timesheets and manages leave
▪ Coordinate receptionist schedules, reviews timesheets and manages leave

▪ Manage maintenance, repairs
▪ Manage cleaners and other outsourced services
▪ Liaise with office landlord
▪ Fire safety warden and business resilience liaison
▪ Manage local office petty cash

Learning and Growth
▪ Follow up closely on the daily operation of junior staff to ensure support for office operation is being well-maintained and provided fairly to all office users
▪ Standardise and improve efficiency of internal office management processes
▪ Assist the Office Manager in recruiting and deploying junior admin staff (receptionist, office assistants, drivers, etc. according to local
needs)
▪ Training new office management team members
▪ Performance management of direct reports
▪ Act as a key resource and liaison to other functional areas of the business, building cross-functional relationships as needed

Knowledge, skills, and abilities

Education

▪ Bachelor’s degree required

Language
▪ Fluency in spoken and written English, proficiency in Arabic is an advantage

Overall Experience
▪ 5+ years experience of providing office services in a professional services environment, or equivalent internal experience

Specific Skills
▪ Experience with a professional services firm preferred
▪ Prior people management/team lead experience preferred

Knowledge and Skills
▪ Extensive knowledge of associated computer software (e.g. Microsoft Office '97 especially Word, PowerPoint, Excel, etc.)
▪ Ability to identify problems and resolve them
▪ Ability to make decisions without prior reference
▪ Clear and concise communications at all levels
▪ Strong managerial presence
▪ Ability to work accurately whilst under tight time constraint and high-quality standards
▪ Knowledge of the Firm's supply contracts

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 Languages (If blank, desired languages not specified)

Travel Requirements

Available for Work Visa Sponsorship?

Government Clearance Required?

Job Posting End Date