CBS-AWS-EA CoE-GDS-Senior Associate-Specialized EA-Visits Coordination

At EY, you’ll have the chance to build a career as unique as you are, with the global scale, support, inclusive culture and technology to become the best version of you. And we’re counting on your unique voice and perspective to help EY become even better, too. Join us and build an exceptional experience for yourself, and a better working world for all. 

The opportunity

Executive Assistant (EA) services are offered by the EA COE within the AWS 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) with a primary focus on stakeholder visit coordination to ensure seamless engagement with internal and external executives. This includes managing event planning, venue arrangements, and end-to-end visit support.
 

The Senior Associate will support, assist and lead visit coordination Executive Assistants, working in both offshore and remote team environments to deliver EA support to their allocated Service Line Executives (Partners and Executive Directors). Core EA deliverables include stakeholder visit management, event and meeting management, expense and Budgeting of visit management, client relationship coordination, email and communication management for visit, setting visits agenda, visits tool support, and any other general logistical support requirements that may arise on an ad-hoc basis around visits.
 

The Senior Associate will also be responsible for managing select PPEDs and ensuring all visit-related and administrative requests are handled efficiently. He/she should be willing to step in as needed to ensure effective service delivery and must be open to working in time zones that align with the executive's requirements.
The Senior Associate may be responsible for leading a team of Executive Assistants and managing counseling and people management responsibilities.
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 capable of meeting the expectations of their allocated executives.

Your key responsibilities

• Stakeholder Visit Management – Lead the planning and coordination of visits for onshore (Internal EY Stakeholders) and offshore (External Clients/Visitors). Manage logistics including venue arrangements, travel and ground transfers, accommodation, security clearance, and necessary approvals to ensure seamless stakeholder engagement.
• Meetings, Events, and Diary Management – Oversee internal and external appointments, team meetings, client meetings, events, videoconferences, and online meetings, including Outlook calendar logistics and coordination of all associated facilities, equipment, catering, and agendas.
• Travel and ground transportation Management – Manage all aspects of travel, including bookings, approvals, passports, visas, costs, and itineraries in compliance with EY policies for stakeholders and clients.
• Client Relationship Management – Coordinate client visits, events, mailing lists, and marketing data while maintaining strong relationships with relevant clients and their respective EAs.
• General Administrative Support – Provide meeting minutes and action tracking, project information maintenance, data capture, transcription of recorded meetings, and support on other ad-hoc tasks as required.

Skills and attributes for success

• Visit Coordination & Stakeholder Engagement
  • Strong planning and organizational skills to ensure seamless stakeholder visit management.
  • Ability to coordinate complex logistics and anticipate potential challenges.
  • Experience in venue and event management.
  • Strong network coordination skills to liaise effectively with senior stakeholders and external partners.
• Administration and Organization
  • Excellent multitasking, prioritization, and time management skills.
  • Ability to work efficiently in a fast-paced, high-pressure environment.
  • Strong problem-solving skills and ability to adapt to unexpected changes.
• Interpersonal and Communication Skills
  • Excellent written and verbal communication skills.
  • Strong diplomacy and relationship-building abilities.
  • Ability to work independently and collaboratively in a virtual, global team setting.
• Flexibility & Adaptability
  • Comfortable working across different time zones and adjusting to changing priorities.
  • Ability to respond well to deadlines and work outside of normal hours when required.

Good to have:

• Any executive assistance certification
• Team/People management experience
• Vendor management experience
• Cross functional work experience

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 
• Experience in visit coordination, stakeholder management, and executive support.
• Open to working in shifts as per business requirements.

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.

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