The primary responsibility of this position is to work in a team environment to oversee and ensure the effective delivery of high-quality Executive Assistant (EA) support to identified/allocated executives, within the bounds of agreed and documented service levels as regards scope, quality, and timeliness. The Senior Associate will have responsibility for the effective delivery of EA support by him/her as well as the team including, but not limited to, the following core EA tasks:
Meetings, Events, and Diary Management — manage internal and external appointments, Team meetings, client meetings, events, videoconferences, and online meetings inclusive of both ‘Outlook’ calendar logistics and the coordination of all associated facilities, equipment, catering, agendas, and the associated liaison with internal and external attendees and their respective EAs
Travel Management – working with the relevant travel provider’ tools and services, manage all aspects of travel as required/directed by each executive, including booking and approvals, passport and visas, costs and itineraries (all per EY policy)
Email Management — screening, actioning, alerting, filing, and deletion of email correspondence as required/directed by each executive
Client Relationship Management – coordinating client visits, events, mailing lists and marketing data; establishing and maintaining relationships with relevant clients and their respective EAs as required/directed by each executive
CRM System Management – supporting executives with pipeline management, opportunity administration and reporting, and contact and activity administration within the CRM/Interaction systems (per EY and service line policy)
Expense Management – collation and processing of all reimbursable expenses on behalf of allocated executives, reconciliation, and provision of required information
Timesheets – collate and enter weekly timesheet information as required/directed by each executive
Other general administrative support — as required/directed by each executive, including (but not limited to) recording meeting minutes and actions, maintaining project information, recording learning/CPE hours, EY tool support and administration, data capture, processing and administration of business information, transcription of recorded meetings, ad-hoc service line specific tasks etc.
Qualifications & Experiences
Bachelor’s degree or master degree
Good command over English (written & spoken) is mandatory
Min 6 to 8 years of work experience of which at least 3 years in a supervisory role
At least a year of experience working in a team environment handling virtual secretarial services is preferred
