12 Jun 2018

Permanent Executive Assistant

EY – Posted by AdminLondon, England, United Kingdom

Job Description

Workplace and Operations plays an important role in providing critical Facilities Management support to EY’s Global HQ allowing our Executive Layer staff to focus more of their time on the Firm’s business needs.

 

We are actively committed to and believe strongly in being a cohesive and motivated team with a strong focus on customer service whilst achieving operational excellence.

 

Our day to day operational challenges include: Supporting the effectiveness of the Global Firm and the Executive Layer staff working in our Global HQ; Continuously identifying and delivering quality improvements in service, environment and process; Creating and sustaining a safe & efficient workplace; Adapting easily to changing needs and patterns of work; Harnessing advancing technology; Adding value to the organisation; Protecting the environment.

 

Executive Secretary

 

Rank: Administrative Lead supporting the Global Executive (GE)

 

Description:

 

To work in partnership with the most senior global Partners in EY, the Global Executive (GE). This role demands an efficient self-starter with a high level of leadership, commitment, enthusiasm, and discretion.

A demanding role in which the EA will have at least four years’ experience within EY at Admin Advanced EA level working for senior Partners or equivalent in an outside organization.  The EA needs to be highly proactive and flexible with the ability to manage extremely busy and ever changing diaries.  Attention to detail, confidentiality, tact and diplomacy are crucial. The work of the EA is closely aligned and integrated with the specialized needs, operations, strategies and business objectives of these top executives and is a highly visible role. The EA manages confidential projects, performs various administrative activities, and has frequent interaction with internal and external clients.  Acts daily as an ambassador of firm leadership.

Key requirements of the role include, but are not limited to:

 

Key Responsibilities:

 

  • Business Knowledge
  • Possesses and leverages superior knowledge of the Service Line and operational role of the executive
  • Build strong relationships with the other GE and their EAs
  • Build strong relationships with the GE direct reports
  • Communicates directives and information from the CEO to executives, managers and others in the organization and follows up on the status of assignments
  • Assist in driving the agenda for the Service Line or Function
  • Respond to emails where appropriate on behalf of the GE
  • Attend global meetings, take notes and follow up on action items
  • Prepare proposals and presentations on behalf of the GE
  • Balance multiple priorities considering risk, importance, urgency, political impact and other linkages
  • Understands the key drivers affecting EY and our clients and apply that knowledge to the completion of projects
  • Ability to attend meetings on behalf of the GE in order to achieve specific goals/requirements of the business

 

Relationship management

  • Act as an ambassador/trusted advisor and first point of contact for the GE and the wider organization
  • Develop and maintain internal and external networks, building knowledge of key issues in order to effectively identify and communicate priorities.
  • Build strong relationships with clients and their PA’s

 

Diary and meeting management

  • Provide comprehensive diary management to a constantly changing calendar, quickly reschedule meetings, having full autonomy to make decisions using initiative to resolve conflicts and exercise judgment on priorities.
  • Proactively monitor meeting attendance, taking ownership to ensure enquiries and issues are appropriately delegated and resolved effectively.
  • Facilitate all logistical arrangements and ensure all documentation is prepared in advance of meetings

 

Travel management

  • Effectively manage constantly changing schedules involving international travel often at short notice.
  • Proactive itinerary planning, researching and considering reasonable alternative cost effective travel
  • Maximizing cost reduction opportunities, utilizing preferred travel provider in line with travel & expense policy

 

Communications management

  • Receives, screens and directs incoming calls, visitors, mail and e-mail taking appropriate action
  • Proofread and check all communications and documentation, complying with brand and risk procedures
  • Independently compose, format and edit non-technical business documents

 

Events management

  • Project manage large and complex events ensuring compliance with policies and liaising with procurement, risk management, health and safety and all other relevant teams
  • Facilitate all logistical arrangements and  attend events as required , proactively ensuring relevant documentation is available
  • Manage budget and effectively negotiate cost

 

 

Time and expense management

  • Prepare and submit timesheets on time
  • Collate and process expenses and invoices ensuring compliance with policy and approval process
  • Reconcile credit/bank statements with receipts as appropriate

 

 

General administrative and project support

  • Maintain client contact and relationship database if applicable
  • Provide ad hoc project support
  • Meet and greet visitors to EY offices
  • Provide cover for colleagues during absences as appropriate

 

 

Leadership and people development

Counsel, coach or mentor team members to develop and enhance skills, identifying group and individual training needs

Ensure appropriate resource is provided for the GE at all times

Delegate work as appropriate to members of the secretarial team

Assist with the recruitment of secretaries

Act as an ambassador and role model for the Executive Secretarial community

Participates in the development and implementation of secretarial/administrative standards, policies and practices for the organization

Ideally a member of an external EA network

 

 

Experience and skills required:

 

  • Strong knowledge of EY and Business Enablement would be highly advantageous
  • Extensive experience at board level, preferably in a corporate professional services environment
  • Previous leadership/management/high profile contacts, clients and their teams
  • The confidence to engage with senior/high profile contacts and clients
  • Very strong attention to detail and ownership for the delivery of high quality work
  • Ability to build relationships across diverse teams both locally and globally
  • Ability to work on own initiative and as part of a team, ensuring seamless service to the organization and clients
  • Confident in the ability manage multiple conflicting priorities and to use own judgment, make decisions in order to prioritize, challenge, negotiate and influence
  • Proactively escalate identified or potential issues
  • Exceptional organizational skills with ability to prioritize a busy and often conflicting workload
  • Utmost flexibility and professional approach, remaining calm under pressure
  • Broad knowledge of Microsoft Packages
  • Knowledge of time zones and best means of travel between multinational locations
  • ‘Can Do’ attitude is essential
  • Tact and confidentiality are key
  • Resourcefulness
  • Ability to attend meetings in any location as appropriate to the business needs
  • Excellent written and verbal communication

Closing Date: Ongoing

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Job Categories: Assistant. Job Types: Permanent. Job Tags: Job. Salary: Competitive.

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