EA/Executive assistant/Personal assistant/Office admin

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, expense management, timesheet management, tool support, and any other general EA support requirements that may arise on an as needs’ basis. The Senior Associate also will be managing some PPED’s too and ensure the above requests are taken care of. He/she should be willing to step in to ensure effective delivery of this support to customers as required, and to work in time zones suitable to the provision of this support to the client base.

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

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 documented 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 1 to 6 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

What we offer

EY Global Delivery Services (GDS) is a dynamic and truly global delivery network. We work across six locations – Argentina, China, India, the Philippines, Poland and the UK – and with teams from all EY service lines, geographies and sectors, playing a vital role in the delivery of the EY growth strategy. From accountants to coders to advisory consultants, we offer a wide variety of fulfilling career opportunities that span all business disciplines. In GDS, you will collaborate with EY teams on exciting projects and work with well-known brands from across the globe. We’ll introduce you to an ever-expanding ecosystem of people, learning, skills and insights that will stay with you throughout your career.

• Continuous learning:

  You’ll develop the mindset and skills to navigate whatever comes next.

• Success, as defined by you:

  We’ll provide the tools and flexibility, so you can make a meaningful impact, your way.

• Transformative leadership:

  We’ll give you the insights, coaching and confidence to be the leader the world needs.

• Diverse and inclusive culture:

  You’ll be embraced for who you are and empowered to use your voice to help others find theirs.