Secretary to Executive Leadership (Senior Associate)

About the role

EY's Executive Assistant (EA) Centre of Excellence, within the MBA service function (Global Delivery Services), offers EA services to senior executives. This role leads a remote team of Executive Assistants serving Partners and Directors, covering administrative and secretarial support such as diary, travel, event and meeting management, expense processing, client relationship support, email and CRM management, and timesheets. The Senior Associate works with the onshore GDS Liaison Coordinator and is expected to work in time zones suited to the client base.

Key responsibilities

• Meetings, events and diary management: coordinate appointments, team and client meetings, events and videoconferences, including Outlook calendar logistics, facilities, equipment, catering, agendas and liaison with attendees and their EAs
• Travel management: book and approve travel, passports and visas, costs and itineraries in line with EY policy
• Email management: screen, act on, alert, file and delete correspondence as directed
• Client relationship management: coordinate client visits, events, mailing lists and marketing data, and maintain relationships with clients and their EAs
• CRM system management: support pipeline management, opportunity administration and reporting, and contact and activity administration
• Expense management: collate and process reimbursable expenses, reconcile them and provide required information
• Timesheets: collate and enter weekly timesheet data
• General administrative support: meeting minutes, project information, learning/CPE hours, EY tool support, data capture, transcription of recorded meetings and ad-hoc tasks

Required profile

• Bachelor's degree or equivalent professional qualification
• Good command of written and spoken English (mandatory)
• Ideally 3 to 10 years of work experience
• At least one year of experience in a team delivering virtual secretarial services preferred
• Openness to working in shifts

Required skills

• MS Office (Word, Excel and PowerPoint); fair knowledge of MS Outlook and Lync
• Multi-tasking, prioritization, organization and time management
• Ability to work virtually and independently, and to communicate diplomatically with clients and senior management