Office Operations Support/Executive Assistant

Job description

People in the Corporate Function career track contribute to the running of Accenture as a high- performance business through specialization within a specific functional area, and grow into internally focused roles by deepening their skills and/or developing new skills within an internal functional area.

Workplace Management and Solutions professionals provide space and service support solutions for all Accenture people and businesses globally, running Accenture's workplace as a robust business function leveraging Accenture's business and technology strategies.

Job Description

Role will have the following key components:

• Location services / events coordination and onsite point of contact
• Executive support tasks for ~2 executives

Location services coordination

Execute services in areas of responsibility for a small to moderate size location. Scope may include wide range of Workplace Solutions customer services activities, delivered at a location/across multiple locations. May include workspace set-up, A/V, catering, document, switchboard, reception, floor support & other location services. Independently carry out routine tasks according to guidelines and/or under supervision. Included in the Services is meeting and event planning coordination for onsite or offsite location or client meetings.

Key responsibilities:

· Develop and manage contract relationships with external service providers (negotiate and manage contracts, review performance against strategy and budget).
· Independently complete a wide range of Workplace Solutions customer services activities such as workspace set-up, A/V support, catering, document services, switchboard, reception, floor operations support, space utilization management or other location services.
· May perform administrative duties according to location guidelines.
· May conduct quality assurance checks to ensure service standards are being met.
· May assist with integration of new joiners.
· May carry out instructions for security, fire, health and safety and maintain records.
· May act as a point of contact for the landlord or external providers and manage regular contract relationships.
· May be single point of contact for Workplace Solutions in a specific location.
· May receive, review and allocate Workplace Solutions invoices for the location and/or supplier, including resolving billing issues with vendor and escalating issues as needed, and may serve as point of contact for managing the Workplace Solutions invoices for the GU/location.
· May process space reservation requests (assign and confirm space, catering and equipment) and ensure optimal workspace occupancy.
· May set up, maintain and/or provide support for workspace/meeting rooms including catering and audio/visual equipment.
· May provide audio-visual support/troubleshooting prior to and during meetings and events as needed.
· May stock and maintain appearance of general use areas (e.g., copy room, coffee/vending area, etc.).
· May provide basic technical support for standard office equipment (e.g., copiers and printers).
· May provide support related to on-site catering and liaise with Event Planner(s).
· May greet/direct employees and visitors, issue visitor access cards, answer general inquires, assist in resolving issues/concerns or direct them to the appropriate resource.
· May assist with customer retrieval, return and/or destruction of documents, according to archival guidelines.
· Problem-solve by drawing on knowledge of other departments utilizing network of contacts.
· Act as a resource for questions from workgroup and customers.
· Prepare daily, weekly, and monthly reports associated with the office or workgroup.
Executive support services

Executive Support Services professionals provide Executive Support Services which include all specialties that involve supporting executives directly. Provides an advanced level of executive support to a group of executives with complex organizational responsibilities. Serves as the primarily support and acts as a liaison between the executives and his/her organization. Independently completes assigned non-routine tasks to meet goals under supervision and may work in a team environment. The level of support requires a good understanding of the executives' organization, along with the business knowledge to communicate and work effectively with the executive's organization and clients.

Key Responsibilities:

· Prepare a range of non-routine correspondence according to company guidelines for signature by executive, (i.e. brand compliance, proof reading materials for consistency, grammar, and spelling).
· Compile, process and analyze data based on research objectives and prepare reports
· Arrange and coordinate meetings/conferences in liaison with the Meeting and Events Planning team when applicable. Handle routine and non-routine logistics (e.g. contact meeting participants and coordinate responses, compose meeting materials and follow-up correspondence with input and review by Executive). Follow up on action items and report status to Executives/meeting attendees. Identify potential speakers and provide local, on-site support as appropriate.
· Coordinate work with third-party suppliers – both internal and external – to address support needs and issues on behalf of the executive
· Arrange conference calls, video conferences or data conferences occasionally involving a global audience
· Assist with miscellaneous complex administrative tasks (i.e. locate and complete standard Accenture forms, provide invoicing and accounts reconciliation support, maintain voicemail/email distribution lists, may manage time and expense reports)
· Keep current and be knowledgeable on Accenture's tools and technology. Educate executives on new and existing technology / processes in order to support Accenture's overall strategy
· Develop relationships with executives' clients and their Executive Support Associates
· Record and monitor work requests into the tracking tool in a timely manner according to local capabilities and guidelines
· May anticipate travel needs of executive and independently coordinate complex travel arrangements, typically involving multiple changes and destinations based on understanding of executive's availability and obligations. Support with travel documentation and procedures (itineraries, visa/passport procedures).
· May prepare draft proposals and presentations with direction from Executive and/or support from other individuals or service departments, as necessary
· May review and sort paper-based and electronic mail, identify/take action required where appropriate
· May manage potential complex calendar / diary activity, including coordination of appointments for executives as well as extensive rescheduling. Keep executives informed as needed
· May provide telephone support (i.e. answer calls promptly and courteously). Act as executives' representative to independently handle calls
· May maintain contact and email distribution lists
· Record and monitor work requests into the tracking tool in a timely manner according to local capabilities and guidelines
· Assist with office operations activities such as backup reception coverage and floor operations on a daily basis
· Coordinate meetings & events for Accenture employees or Accenture clients on a regular basis

Desired profile

Qualifications :

Basic Qualifications

·  Minimum 2 years of progressively responsible administrative and coordination experience
·  Post-Secondary Education – college diploma or relevant certification
Preferred Qualification

·  Intermediate to advanced proficiency in Microsoft Office (Excel, Word, and PowerPoint) and Outlook
·  Experience in customer/client relationship management
·  Experience in a corporate environment, with a large company an asset
·  Event planning
·  Cost management experience
Professional Skill Requirements

·  Professional with a good executive presence
·  Proactive business partner; anticipate and proactively act on internal and external clients/customers' needs
·  High level of energy and love of work and business
·  Proven ability to work independently and as a team member
·  Team player and collaborative with high EQ
·  Strong communication (written and oral) and interpersonal skills
·  Strong organization, multi-tasking and time management skills including prioritization with ability to adapt to changing requirements
·  Analytical skills in reviewing and compiling data
·  Technologically savvy and easily adapts to learning new tools
·  Critical thinker and problem-solver; ability to work creatively and analytically in a problem-solving environment
·  Discreet; Listens and articulates stakeholder interests and expectations, while providing real-time information exchange
·  Continuous learner / improvement mindset with a desire to build a career
·  Demonstrated leadership, teamwork and collaboration in professional setting; either military or civilian
Accenture does not discriminate on the basis of race, religion, color, sex, age, non-disqualifying physical or mental disability, national origin, sexual orientation, gender identity or expression, or any other basis covered by local law. Accenture is committed to providing employment opportunities to current or former members of the armed forces.

We are committed to employment equity. We encourage all people, including women, visible minorities, persons with disabilities and persons of aboriginal descent to apply.

It is currently our objective to assign our people to work near where they live. However, given the nature of our business and our need to serve our clients our employees must be available to travel when needed.

Accenture is a leading global professional services company, providing a broad range of services and solutions in strategy, consulting, digital, technology and operations. Combining unmatched experience and specialized skills across more than 40 industries and all business functions—underpinned by the world's largest delivery network—Accenture works at the intersection of business and technology to help clients improve their performance and create sustainable value for their stakeholders. With approximately 442,000 people serving clients in more than 120 countries, Accenture drives innovation to improve the way the world works and lives. Visit us at www.accenture.com.