[Hiring] Secretary to Executive Leadership @EY

Role Description

Executive Assistant (EA) services are offered by the EA COE within the MBA service function (Global Delivery Services). The objective of this role is to oversee and manage the provision of Executive Assistant support (administrative and secretarial services) to allocated senior executives from a GDS location.

The Senior Associate is required to lead a team of Executive Assistants, working in a remote team environment, to deliver EA support to their allocated Executives (Partners and Directors). Core EA deliverables include:

• Diary management
• Travel management
• Event and meeting management
• Expense management and processing
• Client relationship management and support
• Email management
• CRM data management
• Timesheet management
• Tool support
• General EA support requirements as needed

The Senior Associate will work closely and in collaboration with the (onshore) GDS Liaison Coordinator to ensure that all EA team members are appropriately skilled and able to meet the expectations of their allocated executives.

Your key responsibilities

• Oversee and ensure the effective delivery of high-quality Executive Assistant (EA) support to identified/allocated executives.
• Manage internal and external appointments, team meetings, client meetings, events, videoconferences, and online meetings.
• Coordinate all associated facilities, equipment, catering, agendas, and liaise with internal and external attendees.
• Manage all aspects of travel as required/directed by each executive, including booking and approvals, passport and visas, costs, and itineraries.
• Screen, action, alert, file, and delete email correspondence as required/directed by each executive.
• Coordinate client visits, events, mailing lists, and marketing data; establish and maintain relationships with relevant clients and their respective EAs.
• Support executives with pipeline management, opportunity administration and reporting, and contact and activity administration within the CRM/Interaction systems.
• Collate and process all reimbursable expenses on behalf of allocated executives, reconciliation, and provision of required information.
• Collate and enter weekly timesheet information as required/directed by each executive.
• Provide other general administrative support as required/directed by each executive.

Skills and attributes for success

• Strong multi-tasking, prioritization, organizational, and time management skills.
• Enjoys problem solving.
• Able to prioritize effectively.
• Extremely organized and enjoys administration.
• Strong network coordination skills.
• Comfortable using IT database systems.
• Excellent written and oral communication skills.
• A strong team player who is comfortable working collaboratively with others.
• Very good understanding of business functions and operations.
• Must be able to work virtually and independently.
• Demonstrated ability in project planning & management.
• Able to be diplomatic when dealing with clients.
• Respond well to deadlines and work outside of normal hours when required.
• Able to work in a rapidly changing environment and prioritize accordingly.

Personal attributes

• Professional and diplomatic communicator.
• Quality focused and takes pride in paying attention to detail.
• Self-starter, who can manage with minimal direction.
• Able to interact with senior management.
• Proficient in MS Office (Word, Excel & PowerPoint) and fair knowledge of MS Outlook and Lync.

To qualify for the role, you must have

• Bachelor’s degree or completed equivalent professional qualification.
• Good command over English (written & spoken) is mandatory.

Ideally, you’ll also have

• Min 3 to 10 years of work experience, with at least 3 years in a supervisory role.
• At least a year of experience working in a team environment handling virtual secretarial services is preferred.
• Open to work in shifts.

What we offer

• Dynamic and truly global delivery network.
• Collaboration with EY teams on exciting projects and well-known brands from across the globe.
• Continuous learning opportunities.
• Tools and flexibility to make a meaningful impact.
• Insights, coaching, and confidence to be a transformative leader.
• Diverse and inclusive culture that embraces individuality.