Executive Assistant, Belfast

BSS Executive Assistant
Rank: Administrative Intermediate, Level 1

Description

To provide proactive and high quality administrative support to a portfolio of up to

4 Partners.

Key Responsibilities

Relationship management

• Act as an ambassador and first point of contact for allocated Partners, both Equity and Non-Equity.
• Develop and maintain internal and external networks, building knowledge of key client handling teams and issues in order to effectively identify and communicate priorities.
• Build strong relationships with clients and their EAs identifying opportunities to enhance EY’s reputation.

Diary and meeting management

• Provide comprehensive diary management, 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

• Proactive itinerary planning, researching and considering reasonable alternative cost effective travel, to include assistance with visas.
• Maximise cost reduction opportunities, utilising preferred travel provider in line with travel and expenses policy.

Communication management

• Manage communications, monitor emails, post and calls taking appropriate action, escalating or delegating accordingly.
• Proofread and sense check all communications and documentation, complying with brand and risk procedures.

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 logistical arrangements and attend events as required, proactively ensuring relevant documentation is available.
• Manage budget and effectively negotiate costs.

Time and expense management

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

General administrative and project support

• Delegate meetings, events, travel, accommodation and ad hoc tasks to EAs.
• Maintain client contact and relationship databases.
• Provide ad hoc project support.
• Meet and greet visitors to EY offices.
• Provide cover for colleagues during absences as appropriate.

Experience and skills required:

• Experience in a corporate professional services environment is preferred.
• The confidence to engage with senior/high profile contacts and clients and their teams.
• 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 as part of a team, ensuring seamless service to the firm and clients.
• Confident with the ability to use own judgment and make decisions in order to prioritise, challenge, negotiate and influence.
• The ability to plan ahead and anticipate potential problems.
• Strong organisational skills with ability to prioritise a busy and often conflicting workload.
• A flexible and professional approach, remaining calm under pressure.
• Knowledge of time zones and best means of travel between multinational locations.
• Broad knowledge of Microsoft Office packages.

What we offer 

• 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. 

If you can demonstrate that you meet the criteria above, please contact us as soon as possible. 

The exceptional EY experience. It’s yours to build.  

Apply now. 

Please note; 

Prior to finalizing your application, you will be asked to provide personal information across several dimensions of diversity and inclusiveness. The information you provide is kept entirely confidential and will not be used to evaluate your candidacy. We collect this data to help us analyse our recruitment process holistically and implement actions that promote diversity and inclusiveness. While optional, we encourage you to provide this information to hold us accountable towards our goal of building a better working world. Read more about our commitment to diversity& inclusiveness here . We ask because it matters! 

EY exists to build a better working world, helping to create long-term value for clients, people and society and build trust in the capital markets.  

Enabled by data and technology, diverse EY teams in over 150 countries provide trust through assurance and help clients grow, transform and operate.  

Working across assurance, consulting, law, strategy, tax and transactions, EY teams ask better questions to find new answers for the complex issues facing our world today.