Business Support Centre Executive Assistant

Job description

Job summary

·  Administrative Services is a support offering from the Business Support Centre within Enterprise Support Services. The objective of this role is to provide administrative and secretarial services to senior executives within Oceania, primarily Senior Managers and Associate Directors.
·  The Administrative Services Executive Assistant would be required to work in a team environment providing high quality, consistent and efficient administrative support in line with a set scope of services. These services will be delivered in a proactive and collaborative manner, across multiple geographies and service lines in a local and virtual environment. 
·  Team members in Administrative Services play a pivotal role in delivering and/or supporting technical training and coaching in regard to BSC processes for new team members and EA trainees.

Essential functions of the job

·  The primary role and responsibilityof this position will be to work in a team environment and deliver ESS admin services including, but not limited to:
·  Meetings Management
·  Working closely with relevant parties to schedule and organise external and internal meetings as per the threshold guidelines, including any required logistics (e.g.: equipment, audio/video and equipment requirements) including conference calls
·  Add/Edit calendar items as requested
·  Arranging all meeting logistics
·  Travel Management
·  Adhering to firm-wide policy and tools, arrange travel bookings seeking the required approval/s prior to booking
·  Prepare travel itineraries for each trip where required
·  Track and record all travel costs as needed or requested
·  Prepare travel quotes
·  Event Management
·  Coordinate events for clients as required, following the firm’s guidelines around event management
·  Organise catering & AV
·  Agenda management
·  Organise group travel and accommodation
·  Event management coordination
·  Use internal sourcing contacts to secure venues and or in-house facilities.
·  Expense preparation and management
·  Prepare expense claims as per set scope of services for Senior Managers/Associate Directors and Managers/Assistant Directors using the inhouse expense processing system, adhering to the firm’s policy FP312 Reimbursable Expenses and meeting Accounts Payable submission deadlines
·  Client relationship management and support
·  Undertake client/industry research as required
·  Input and edit client data base entries as required by the client
·  General Support
·  Faxing and scanning support
·  Awareness and ability to accurately apply EY’s Procedures, Policies and Practices (refer to the Asia Pacific Policies & Practices Repository found on the EY Home Page)
·  Process Vendor payment requests as required, seeking the required approval/s for payment.
·  Take an active interest in own personal performance development, including initiating regular meetings with counsellor to discuss goals and work in general
·  Ad hoc support on team projects and adhoc tasks as required
·  Liaise and work with EAs in the team, other ESS team members and the broader EY network
·  Technical coaching
·  Delivering and/or supporting technical training and coaching in regard to BSC processes for lesser experienced, new team members and EA trainees and if required BSC Clients.

The position holder will perform other responsibilities and tasks as required to achieve the agreed performance outcomes.

Knowledge and skills requirements

·  The role requires someone who can manage several concurrent activities, with strong multi-tasking, prioritisation, organisational and time management skills.
·  Administration and organisation
·  Enjoys problem solving
·  Able to prioritise effectively
·  Well-developed problem-solving skills
·  Comfortable using database systems
·  Interpersonal skills
·  Excellent written and spoken English skills
·  Proven customer service focus
·  A strong team player who is comfortable working collaboratively with others
·  Must be able to work virtually, and independently
·  Able to be diplomatic when dealing with clients
·  Flexibility
·  Respond well to deadlines and work outside of normal hours when required
·  Comfortable working on several activities concurrently
·  Able to work in a rapidly changing environment and prioritise accordingly
·  Key attributes
·  Some experience in the delivery of technical training and/or coaching
·  Professional and diplomatic communicator
·  Quality focused and takes pride in paying attention to detail
·  Self-starter, who can manage with minimal direction
·  Able to interact with senior management
·  Extremely organised and enjoys administration
·  Able to work in a team arrangement
·  Meet rank-based performance criteria as documented in the CBS Rank Expectations Document
·  Proficient in MS Office (Word, Excel & PowerPoint) and fair knowledge of MS Outlook and
MS Teams

Job requirements

Experience

·  Minimum 2 to 3 years of work experience
·  At least 2 years of experience working in a team environment handling secretarial services is preferred

Location

·  TBC

Position

·  Full time

 

Note:

This job description is intended as a guide to reflect the principal functions of the job. However, it is not an all-inclusive listing of the required job functions and functions may vary depending on the geographic location of the job and/or the manager. Further, the job description is subject to change at the discretion of management.