The primary responsibility of this position is to work in a team environment to oversee and ensure the effective delivery of high-quality Executive Assistant (EA) support to identified/allocated executives, within the bounds of agreed and documnted service levels as regards scope, quality, and timeliness.
The Senior Associate will have responsibility for the effective delivery of EA support by him/her as well as the team including, but not limited to, the following core EA tasks
- Meetings, Events, and Diary Management manage internal and external appointments, Team meetings, client meetings, events, videoconferences, and online meetings inclusive of both Outlook calendar logistics and the coordination of all associated facilities, equipment, catering, agendas, and the associated liaison with internal and external attendees and their respective EAs
- Travel Management working with the relevant travel provider tools and services, manage all aspects of travel as required/directed by each executive, including booking and approvals, passport and visas, costs and itineraries (all per EY policy)
- Email Management screening, actioning, alerting, filing, and deletion of email correspondence as required/directed by each executive
- Client Relationship Management coordinating client visits, events, mailing lists and marketing data; establishing and maintaining relationships with relevant clients and their respective EAs as required/directed by each executive
- CRM System Management supporting executives with pipeline management, opportunity administration and reporting, and contact and activity administration within the CRM/Interaction systems (per EY and service line policy)
- Expense Management collation and processing of all reimbursable expenses on behalf of allocated executives, reconciliation, and provision of required information
- Timesheets collate and enter weekly timesheet information as required/directed by each executive Other general administrative support as required/directed by each executive, including (but not limited to) recording meeting minutes and actions, maintaining project information, recording learning/CPE hours, EY tool support and administration, data capture, processing and administration of business information, transcription of recorded meetings, ad-hoc service line specific tasks etc
Skills and attributes for success
The role requires someone who can manage several concurrent activities, with strong multi-tasking, prioritization, organizational and time management skills.
Administration and organization
- Enjoys problem solving
- Able to prioritize effectively
- Extremely organized and enjoys administration
- Strong network coordination skills
- Comfortable using IT database systems
Interpersonal skills
- 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
Flexibility
- Respond well to deadlines and work outside of normal hours when required
- Comfortable working on several activities concurrently
- 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 equivalent
- Good command over English (written & spoken) is mandatory
Ideally, you ll also have
- Min 6 to 8 years of work experience of which 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
