Executive Assistant

EY | Building a better working world 

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.  

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

Join our Core Business Services (CBS) team and you will help support the important business enablement functions that keep our organization running strong. As a CBS professional, you will work across teams to provide the knowledge, resources and tools that help EY deliver exceptional quality service to our clients, win in the marketplace and support EY’s growth and profitability. Major teams within CBS include Finance, Information Technology, Human Resources, Enterprise Support Services, Brand Marketing and Communications, Business Development, Knowledge and Risk Management.

You will provide comprehensive, quality administrative and support services for all of our EY member firms. Our Enterprise Support Services (ESS) professionals span a wide range of vital roles, from administrative support to facilities management, creative design, tax return processing, file management and emergency preparedness.

Your key responsibilities 

• Diary Management – manage and coordinate the diaries of 4 to 5 partners, use judgement in scheduling of meetings – determine purpose, minimum time required, best time zones for international virtual meetings. Also, to schedule external and internal appointments/meetings, conference calls, and videoconferences.
• Email Management – In-box management- screen emails, respond and/or action as necessary. Prepare action list of action items and issues, referring to relevant team member when appropriate. Coverage for other clients upon request (e.g. short-term absences /peak periods).
• Timesheets and expenses – prepare expense claims, adhering to accounts payable deadlines to eliminate late fees and prepare timesheets on a weekly basis for self and/or department, ensuring deadline is met.
• Travel – arrange and coordinate travel bookings, seeking the required approval/s prior to booking, prepare travel itineraries for each trip, including multi-leg, track and record all travel costs as needed or requested. Research, assist in obtaining passports, visas etc. Adhering to firm wide policy and tools.
• Relationship management and client services support – organize client visits and events as required. Compile, update and maintain client mailing lists using CRM, look up or track information on clients and or markets via Factiva and always ensure marketing information is available. You will also presenting marketing information to PEDD and engagement teams as required. Actively build and develop both internal and external relationships with clients and their EAs.
• Customized communications, meeting support (including Service Line and Town hall meetings) and roundtable support - You will assist to draft service line communications, prepare and/or amend correspondence or documents using EY standards, templates, firm branding and guidance. Manages administration of meetings and roundtables including issuing of invitations, documentation collation, agenda preparation, monitoring of attendance, circulation of agenda and pre-reading and minute taking. Liaise with and support team as needed on process and execution of meeting materials. Contact point for pursuit documents. 
• General - Ensure adequate logistics set up (phone, desk) for new Partners and starters in team and brief them on administration matters (i.e. required stationery, filing systems). Order business cards and other supplies/gifts/flowers when appropriate. Prepare payment requisition forms using the Payment Requisition Database, seeking the required approval/s for payment. Manage or coordinate small projects providing cost-effective solutions. Develop and maintain hard and soft filing systems in accordance with Records Management best practice guidance. Review work of and actively support junior or less experienced EAs.  

Skills and attributes for success 

• Take ownership of phone enquiries, referring the client on to the appropriate team member who can assist where necessary
• Take an active interest in own personal performance development, including initiating regular meetings with counsellor to discuss goals and work in general
• Liaise and work with EAs in the team, and the broader EY network
• Leverage strong working knowledge of applicable firm and service line quality, risk, and confidentiality policies and guidelines and reinforce with others
• Proactively update clients on progress of administrative matters
• Good command of written and spoken English
• Strong interpersonal and communication skills
• Proficiency in MS office applications 
• Ability to multi-task as well as work independently and under pressure
• Strong organizational skills and is also a team player
• Detail oriented  and possess initiative  

To qualify for the role you must have 

• Minimum Diploma or Private Secretarial Certificate with 5 to 6 years of relevant experience     

Ideally, you’ll also have  

• Prior working experience in global professional services organization or mid-tier firms  

What we look for  

Highly motivated individuals with excellent problem-solving skills and the ability to prioritize shifting workloads in a rapidly changing industry. An effective communicator, you’ll be a confident team player that collaborates with people from various teams while looking to develop your career in a dynamic organization. 

What we offer

EY offers a competitive remuneration package where you’ll be rewarded for your individual and team performance. We are committed to being an inclusive employer and are happy to consider flexible working arrangements. Plus, 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.