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Executive Assistant / Office Operations Support - Vancouver

Job Location: British Columbia - Vancouver

Regional Description: Canada

Job Number: 00548576

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- 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

 

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 up to 3 - 4 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.

 

Included in the Services are support for offsite meeting and event planning for location wide or client meetings, as well as assistance with floor operations and reception backup tasks as needed / scheduled by the team lead. 

 

Key Responsibilities: Executive Support Services  

  • 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

Key Responsibilities: Office Operations & Meeting & Events Planner


·    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 range from daily backup duties to primary responsibility when providing coverage for scheduled absences.

    • Process space reservation requests (assign and confirm space, catering and equipment) and ensure optimal workspace occupancy
    • Plan, set up, maintain and/or provide support for workspace/meeting rooms including catering and audio/visual equipment.
    • Stock and maintain appearance of general use areas (e.g., copy room, coffee/vending area, etc.).
    • Manage operations of communication center/switchboard on a daily basis.
    • Answer reception telephone and greet/direct employees and visitors, issue visitor access cards, answer general inquires, assist in resolving issues/concerns or direct them to the appropriate resource.
  • Use technology to manage the planning processes for meeting, including meeting registrations, approvals, budget and actual spend, calendars, meeting logistics, attendee registrations etc.
  • Ensure support for assigned events and completion of procurement processes like deposits, purchase orders, billing and final reconciliation
  • Establish relationships with internal (cross-functional) groups to ensure consistent delivery of service and resolve all escalations related to meetings or events appropriately
  • Establish standard terms and conditions for services providers, benchmark rates and programs and adjust processes or sourced arrangements as appropriate
  • Manage relationships and contracts with service providers to deliver value-added services and competitive costs
  • Identify and screen potential new suppliers and services and manage the process cost effectively
  • Keep knowledge base updated on supplier and sourcing trends and apply new approaches as appropriate
  • Monitor and manage compliance with existing policy and recommend changes to align with changing business needs
  • Provides support to communicate policy to Accenture personnel and external suppliers

Basic Qualifications
  • Requires a minimum of 2 years of progressively responsible secretarial and administrative experience
  • Post-Secondary Education – college diploma or relevant certification 
Preferred Qualifications
  • 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
  • Experience in event planning
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.

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.

 

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