Description:
To provide secretarial and administrative assistance to Ernst & Young Global (EYG). Duties include diary management, travel arrangements, time reporting, expense reporting, invoices and the provision of meeting support.
Manage busy team diaries, arrange appointments and organize travel, accommodation and transfers as appropriate.
Use judgment in scheduling of meetings with team - determine purpose and minimum time required.
Arrange conference calls, meetings, lunches and dinners on behalf of the team as required.
Add/ edit calendar items as requested.
Communications & Networks
Use judgment to manage workload, current issues and knowledge to respond to queries; take ownership of enquires and ensure other issues are referred to the appropriate person in a timely fashion in their absence.
Screen phone calls and messages, sort post and emails for the team and prepare list of action items and issues, referring to the relevant team member when appropriate.
Prepare and revise documents including letters, emails and memos. etc
Build and develop internal and external network of contacts on behalf of the team; build knowledge of key issues in order to effectively identify priorities.
Liaise and work with executive assistant (EAs) within the team, EYG and the entire Ernst & Young network.
Travel
Arrange travel using American Express Corporate Travel desk.
Prepare complex international travel itineraries for each trip.
Time & Expense Reporting & Invoices
Prepare and submit weekly expenses, timesheets and invoices our in-house system.
Reconcile and report on American Express card statements with receipts including personal expenses.
Meeting Support
Liaise with and support team as needed on process and execution of materials.
Prepare presentations.
Manage administration of meetings including documentation collation.
General Administrative Support
Develop and maintain hard and soft filing systems.
Develop protocols and maintain information for key administrative matters related to the team and other as needed e.g. contact lists etc as requested.
Maintain online address book, updating contacts on a regular basis.
Ad hoc support for team on projects as requested.
Support visitors as requested.
Experience and Qualifications:
Demonstrated experience working as an EA supporting a team of senior leaders in a fast paced corporate environment.
An advanced knowledge of Word and PowerPoint and intermediate knowledge of Excel.
Lotus Notes knowledge is an advantage.
Ideally candidates will have exposure of working within a multinational and multicultural organization where they have had to build relationships across virtual teams and support a team who travel extensively.
Experience of working in a partnership or matrix structure firm is an advantage but not essential.
Other Requirements: Successful candidates will have the following skills:
Polished communication skills including an excellent standard of written and spoken English.
Strong organization skills, with an ability to prioritize an often conflicting workload.
The ability to plan ahead and anticipate potential problems.
The aptitude to provide regular progress reports on administration matters.
The confidence and capability to work with senior profile executives and clients.
A flexible and professional manner.
A team orientated approach.
Flexibility regarding hours worked and tasks undertaken.
A quality driven approach, consistently aiming for high standards.
The capability to keep matters confidential.
The ability to form networks with staff at all levels and influence effectively.
Ernst & Young Global:
Ernst & Young is a global leader in assurance, tax, transaction and advisory services. Worldwide, our 130,000 people are united by our shared values and an unwavering commitment to quality. We make a difference by helping our people, our clients and our wider communities achieve potential. Further information about Ernst & Young and its approach to a variety of business issues can be found at www.ey.com. Ernst & Young refers to the global organization of member firms of Ernst & Young Global Limited, each of which is a separate legal entity. Ernst & Young Global Limited does not provide services to clients.
Ernst & Young - 2 years ago
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