Executive Assistant - Canada Team

Job description

Job Summary: • Virtual Executive Assistant services is a process offered from the Workplace Services work-stream within the Business and Creative Services service function with the Global Shared Services. The objective of this role is to provide administrative and secretarial services to the a group of onshore customers from a remote location. • The associate (Administrative Workplace Services — Executive Assistant) would be required to work in an team environment in delivering the secretarial needs of the senior management team such as diary management, calendar management, travel management, documentation, tool support and other administrative requirements that may arise on need basis. He/she should be willing to work in time zones, including night shifts suitable for the support.

Essential Functions of the Job: The primary role and responsibility of this position will be to work in a team environment and deliver ESS and admin services including, but not limited to: • Diary Management — Provide support to the project team members on maintaining and managing key project meetings and the meeting location • Calendar Management — Manage calendars of senior executives to showcase all key events that needs to be planned • Meetings Management — Working closely with the project teams and other stakeholders in scheduling/organizing the meeting or conference call • Travel Management — Support the senior executives in booking travel tickets • Expense Management — Submit and track expenses for reimbursement, respond to inquiries as necessary • Workshop or Area visit Plan — Provide assistance in planning the agenda, for workshops/area visits by handling the logistics of stay, food and printing, etc. • Documentation — Recording the minutes of the meeting with clear emphasis on the key action points from the meeting. Maintaining the project database and SharePoint site to ensure all documentations are captured and organized for ease of access; create and edit letters using EY standard templates; create and edit PowerPoint documents using EY’s branding guidelines • Tool Support and administration — Administrative support on various internal/external tools used across EY offices • Data Processing and administration — Data capture, processing and administration of business information

Job Summary: • Virtual Executive Assistant services is a process offered from the Workplace Services work-stream within the Business and Creative Services service function with the Global Shared Services. The objective of this role is to provide administrative and secretarial services to the a group of onshore customers from a remote location. • The associate (Administrative Workplace Services — Executive Assistant) would be required to work in an team environment in delivering the secretarial needs of the senior management team such as diary management, calendar management, travel management, documentation, tool support and other administrative requirements that may arise on need basis. He/she should be willing to work in time zones, including night shifts suitable for the support.

Essential Functions of the Job: The primary role and responsibility of this position will be to work in a team environment and deliver ESS and admin services including, but not limited to: • Diary Management — Provide support to the project team members on maintaining and managing key project meetings and the meeting location • Calendar Management — Manage calendars of senior executives to showcase all key events that needs to be planned • Meetings Management — Working closely with the project teams and other stakeholders in scheduling/organizing the meeting or conference call • Travel Management — Support the senior executives in booking travel tickets • Expense Management — Submit and track expenses for reimbursement, respond to inquiries as necessary • Workshop or Area visit Plan — Provide assistance in planning the agenda, for workshops/area visits by handling the logistics of stay, food and printing, etc. • Documentation — Recording the minutes of the meeting with clear emphasis on the key action points from the meeting. Maintaining the project database and SharePoint site to ensure all documentations are captured and organized for ease of access; create and edit letters using EY standard templates; create and edit PowerPoint documents using EY’s branding guidelines • Tool Support and administration — Administrative support on various internal/external tools used across EY offices • Data Processing and administration — Data capture, processing and administration of business information