Executive Assistant

We're looking for an Executive Assistant to join our team. Your experience in business communication will help you to build effective relationships with important stakeholders and senior leaders. You'll have autonomy and clear responsibilities, working in our friendly, collaborative environment. Your talents will be respected and you'll be supported in developing the career path you choose.

Rsponsibilities:

• Diary management
  • Manage and coordinate the diaries of 2-3 Partners
  • Judgment in scheduling of meetings - determine purpose, minimum time required, best time zones for international virtual meetings
  • Schedule external and internal appointments / meetings, conference calls, sametime meetings and videoconferences
• Email management
  • In-box management: screen emails, respond and/or action as necessary
  • Act as knowledge resource in use of Lotus Notes management and firm sponsored technology devices
  • Email management / coverage for other clients upon request (eg short-term absences / peak periods)
  • Prepare action list of action items and issues, referring to relevant team member when appropriate
• Timesheets and expenses
  • Prepare expense claims, adhering to Accounts Payable deadlines to eliminate late fees
  • Prepare timesheets on a weekly basis for self and/or department, ensuring that the deadline is met
• Travel
  • Adhering to firmwide policy and tools, arrange and coordinate travel bookings, seeking the required approval/s prior to booking
  • Prepare travel itineraries for each trip, including multi-leg
  • Track and record all travel costs as needed or requested
  • Research, assist in obtaining passports, visas etc.
• Relationship management and client services support
  • Organize client visits and events as required
  • Actively build and develop both internal and external relationships with clients and their EAs
  • Ensure marketing information is available
  • Compile, update and maintain client mailing lists using CRM
  • Look up or track information on clients and or markets via Factiva
  • Present market information to PEDD and engagement teams as required
• Customised communications, meeting support (including Service Line and Town Hall meetings) and roundtable support
  • Prepare and/or amend correspondence or documents using EY standards, templates, firm branding and guidance eg. letters, faxes, memos, PowerPoint presentations, reports, proposals, etc.
  • Draft service line communications
  • Liaise with and support team as needed on process and execution of meeting materials
  • Manage administration of meetings and roundtables including issuing of invitations, documentation collation, agenda preparation, monitoring of attendance, circulation of agenda and pre-reading and minute taking
  • Contact point for pursuit documents
• General
  • Develop and maintain hard and soft filing systems in accordance with Records Management best practice guidance
  • Take ownership of phone enquiries, referring the client on to the appropriate team member who can assist where necessary
  • Ensure adequate logistics set up (phone, desk) for new Partners and starters in team and brief them on administration matters (i.e. required stationery, filing systems)
  • Order business cards and other supplies/gifts/flowers when appropriate
  • Take an active interest in own personal performance development, including initiating regular meetings with counsellor to discuss goals and work in general
  • Liaise and work with EAs in the team, and the broader EY network
  • Prepare payment requisition forms using the Payment Requisition Database, seeking the required approval/s for payment
  • Manage or coordinate small projects providing cost-effective solutions
  • Leverage strong working knowledge of applicable firm and service line quality, risk, and confidentiality policies and guidelines and reinforce with others
  • Proactively update clients on progress of administrative matters
  • Review work of and actively support junior or less experienced EAs

To qualify for this role, you'll need:

• Minimum Diploma or Private Secretarial Certificate with 5 to 6 years of relevant experience
• Proficiency in MS office applications
• Good command of written and spoken English
• Strong interpersonal and communication skills
• Ability to multi-task as well as work independently and under pressure
• Strong organizational skills and is also a team player
• Detail oriented and possess initiative