Job Description

Responsibilities

General
- Deliver high quality executive support to the Managing Directors that he/she has been assigned to work for.
- Maintain open dialogue with executives to understand expectations.
- Ensure quality, timeliness, and cost-effectiveness of arrangements/deliverables, and ensure that results meet executive expectations, including for tasks outsourced to others.
- Communicate the status of arrangements/deliverables to executives including contingency plans and outstanding items.
- Regularly maintain Outlook mailbox to ensure executive requests are actioned received in a timely manner.
- Ensure all visitors are registered with Concierge/Reception, where applicable
- Greet and escort visitors (eg, clients, recruits, vendors) from Reception to executive’s assigned meeting room.
- May coordinate the work of others and delegate work to them as appropriate.
- Outsource projects/tasks to internal or external business service providers as appropriate.
- Identify continuous improvement opportunities and discuss with the EA Team Lead to facilitate implementation.
- Work with team members to ensure adequate coverage during business hours (eg, lunch hour).
- Take on additional responsibilities to assist other team members to meet desired team outcome.
- Retain personal accountability for individual assigned tasks and share accountability with team members for all team results.
- Adhere to organisation standards and processes (eg, telephone answering, dress code, documentation standards, and space reservations).
- Share skills, knowledge and best practices.
- Assist with EA orientation and integration
- Encourage others to share ideas to develop team cohesion.
- Identify barriers to effective teamwork.
Telephone Support
- Answer Calls telephones promptly and courteously, projecting service orientation.
- Proactively address callers' needs; take responsibility to conclude call to caller's satisfaction.
- Act as executive’s representative to independently handle calls.
- Act as a liaison with executive's clients by answering incoming client calls; develop relationship with client secretary.
- Take messages/forward calls to executive according to his/her preference.
Mail Support
- Review and sort paper-based mail; identify action required; take action, where appropriate, and highlight critical information to executive and note any actions, deadlines and/or appointments.
- Forward mail according to executive's preferences regarding location and frequency.
- Arrange and follow up on courier deliveries.
Administrative Support
- Locate and assist with completing standard Accenture forms.
- Obtain stationery and supplies for executives as needed.
- Co-ordinate billing process to ensure timely delivery to clients, if required.
- Identify space needs and submit space reservation requests and cancellations on behalf of executive; obtain space alternatives from Reservations.
- Create and maintain paper-based and electronic files as directed (including archiving, retrieving, and deleting).
- Schedule and coordinate appointments for executives or clients, including extensive rescheduling; keep executives and other personnel informed as needed.
- On request, enter time and expense information provided by executives into time and expense reports
- Perform other administrative tasks (eg, send/receive faxes, assemble binders, photocopy).
Travel Support
- Coordinate complex travel arrangements with the Accenture Travel Centre (Carlson Wagonlit), often involving multiple changes and destinations.
- Identify and handle all implications related to changes in travel plans.
- Work with the Accenture Travel Centre to ensure travel arrangements are within Accenture policy.
- Verify accuracy and completeness of travel documents and plans and arrange for timely delivery.
- Ensure upgrades are requested in advance according to executive preference (where applicable).
- Update executive’s travel profile in the Travel Tool when necessary.
- Assist with documentation required to obtain work visas and passports where necessary.
- Ensure credit is obtained for unused tickets.
Meeting Coordination
- Determine meeting date and time according to meeting participants' schedules and time zone considerations.
- Submit reservation request for meeting space, appropriate equipment/technology, catering.
- Arrange accommodation and transportation, including central billing in conjunction with in-house Travel Team to obtain group rates when requested.
- Draft and send meeting correspondence (e.g., agenda, invitation) prepared by executive.
- Contact meeting participants; handle responses and collate RSVPs.
- Prepare and distribute meeting materials.
- Send follow-up correspondence (eg, meeting minutes, action items).
- Schedule Conference Calls using Microsoft Teams or other approved conferencing tools.
Document Production
- Prepare/draft non-routine correspondence according to Brand Guidelines for signature by executive.
- Advise executives on use of Brand Guidelines and ensure documents are produced according to the guidelines.
- Prepare documents including advanced graphs, charts and boxes with text, clip art, colour effects and animation.
- Suggest methods to improve deliverables.
- Coordinate requests with Graphics or outside providers according to Brand Guidelines (eg, web design, video, complex multidimensional graphs) ensuring accuracy and completeness of arrangements/deliverables.
- Print, reproduce, assemble and distribute material (large documents to go to Copy Centre/external provider), ensuring accuracy of deliverable.
- Proof read documents/materials for consistency, grammar, and spelling.

Research and Data Analysis
- Support executive by entering resource material onto the Accenture Knowledge Xchange in proper format.
- Perform searches and gather information from identified sources.
- Document and categorise information within identified categories and formats.
- Assess accuracy of data to highlight inconsistencies; obtain explanation of inconsistencies from data source.
- Maintain data to track changes over time, if appropriate.
- Analyse data based on research objectives and present information in an appropriate format to best represent findings.
- Perform regular review of executive's preferred databases, if requested; forward items of interest to executive.
Application Support
- Answer or source answers to questions on Accenture supported software packages.
- Assist executives with connecting to the Accenture network and/or local printers.
- Coordinate hardware drop-off and pick-up; obtain peripheral equipment.
- Coordinate technical support with IT-Technical Services.
- Proactively assist executives with arranging hard drive back-ups.
Special Projects
- Participate in coaching and training initiatives for the benefit of the Executive Support team and/or other Workplace members/teams.
- Seek opportunities to participate on taskforces/committees.
- Assist in organising local/community activities (eg conference organisation, client functions).
- Assist local office activities.
- Prepare business-related greeting cards, obtain corporate gifts and arrange corporate entertainment in conjunction with the Marketing Team and Meeting & Event Planning Team.
Reporting Relationships:

The EA Team Lead provides overall day-to-day supervision and career management (i.e. Annual Contribution Summary, coaching), team building and recognition programmes, People Matters issue management and determination of EA assignments.

Experience/Knowledge/Skills Required:
- Accenture structure, business terminology, products and services
- Accenture standard equipment and tools (e.g., telephones, office automation tools, task tracking)
- Basic knowledge of the Accenture Knowledge Xchange
- Advanced profici

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Qualifications

About Accenture
Accenture is a global professional services company with leading capabilities in digital, cloud and security. Combining unmatched experience and specialized skills across more than 40 industries, we offer Strategy and Consulting, Interactive, Technology and Operations services—all powered by the world’s largest network of Advanced Technology and Intelligent Operations centers. Our 514,000 people deliver on the promise of technology and human ingenuity every day, serving clients in more than 120 countries. We embrace the power of change to create value and shared success for our clients, people, shareholders, partners and communities. Visit us at www.accenture.com.
At Accenture, our philosophy is anchored in recognising that our people are multi-dimensional. We take an intersectional human approach to create a work environment where all people feel like they can bring their authentic selves to work, every day.
We believe that equality drives innovation. Our commitment to accelerating equality starts at the top with our board and CEO and extends across every part of the company. This comes to life when our people own the equality agenda, making it part of their jobs – every decision, every day – and feel free to speak up and to act.
We do not tolerate discrimination because of differences, such as age, ability, ethnicity, gender, gender identity or expression, religion, or sexual orientation. We want a workplace that is inclusive and diverse to that end we are setting bold goals and taking comprehensive action. To achieve these goals, we collect infomation that allows us to track the effectiveness of our Inclusion and Diversity programs.
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Hemisha Khapre i s the Recruiter managing this role. As the team experience high volumes of applications, we appreciate your patience to allow for a fair and timely process.
#disabilityinclusion

At Accenture, our philosophy is anchored in recognising that our people are multi-dimensional. We take an intersectional human approach to create a work environment where all people feel like they can bring their authentic selves to work, every day.

We believe that equality drives innovation. Our commitment to accelerating equality starts at the top with our board and CEO and extends across every part of the company. This comes to life when our people own the equality agenda, making it part of their jobs – every decision, every day – and feel free to speak up and to act.

We do not tolerate discrimination because of differences, such as age, ability, ethnicity, gender, gender identity or expression, religion, or sexual orientation. We want a workplace that is inclusive and diverse to that end we are setting bold goals and taking comprehensive action. To achieve these goals, we collect information that allows us to track the effectiveness of our Inclusion and Diversity programs.

COVID-19 update:  The safety and well-being of our candidates, our people and their families continues to be a top priority. Until travel restrictions change, interviews will continue to be conducted virtually. 

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