EY Executive Coordinator in BC, Canada
Title: Executive Coordinator
Job Number: VAN000R4
EY's people in more than 150 countries are committed to operating with integrity, quality and professionalism in the provision of audit, tax and transaction advisory services. We strive to help all of our people achieve their professional and personal goals through an inclusive environment that values everyone's contributions, appreciates diversity of thought, fosters growth, and provides continuous opportunities for development. Recognized as one of Canada's top employers, EY continually strives to be a great place to work.
EY currently has an opening for an Executive Coordinator to OMP:
This Executive Coordinator performs high-level administrative support to the Office Managing Partner (OMP) and other client serving executives.
This individual exhibits exceptional interpersonal skills (including oral and written communication) and handles personal contacts with finesse and diplomacy. The incumbent must be highly motivated and enthusiastic with exceptional organizational and time management skills demonstrating the ability to use own initiative and work independently. He/she exercises considerable discretion and independent judgment and relieves the top executive of administrative tasks directly related to management policies or business operations of the firm. This professional is a team player/role model who promotes teamwork, cooperation and communication amongst team members.
Document Preparation & Management: Formats and edits letters, memos, reports and presentations from draft stage to client-ready work. Uses independent judgment to compose general, non-technical business documents. Is privy to, and must protect, higher-level confidential materials. Follows an organized filing/document management process for electronic and paper documents. Conducts in-depth research regarding BRET independence issues and works with Quality Risk Management (QRM) team.
Financial Management Support: Has in-depth knowledge of, and performs tasks supporting the client engagement management process including, understanding of independence regulations, using appropriate tools to open client and engagement codes and ensures compliance of time and expense tracking/reporting.
Billings: Assists partners and their engagement team with client billings by liaising with the financial management group to process Work in Process (WIP) system reports, tracking expenses, drafting and finalizing invoices, time transfers and relieving WIP.
Time and Calendar Management: Establishes a systematic method for self and others to track time commitments and the completion of tasks based on clients' preferences. Independently manages multiple calendars by scheduling appointments, anticipating needs, changes and rearranging meetings as appropriate.
Meeting Coordination: With minimal to no guidance, coordinates and makes arrangements for on-site and off-site meetings and events including logistics (e.g., communication, location, meals, equipment, materials, RSVPs, and travel.). Assumes full project management/coordination for logistics of large internal and external conferences, meetings and events (e.g., communication, location, meals, equipment, materials, RSVPs, and travel). Knowledge of logistical and cultural protocols (as appropriate, consults with applicable internal foreign desk/group). Attends on-site at venue to confirm logistical arrangements, as needed.
Travel Planning: Coordinates cost-effective and sometimes complex domestic and international travel arrangements and itineraries for individuals and groups.
Client Relationship Management: Regularly meets with client serving executives to obtain a strong understanding of their needs. Develops and maintains relationships with internal and external clients to understand the business and client needs.
Others duties as required.
To qualify, candidates must have:
Minimum 5-8 years related experience in an administrative role/environment preferred
Post-secondary education (preferred)
Proficient in Word, Excel, PowerPoint, with an aptitude to learn standard firm software and other relevant applications and technical/office equipment at an intermediate level
Exceptional administrative skills and strong focus on attention to detail
Ability to work, multi-task, and meet multiple and/or unexpected deadlines in a fast paced environment, taking responsibility for client service demonstrating the ability to follow up and follow through
Ability to readily adapt to changes in working environment and help others adjust
Strong mindset for continuous improvement – streamlines work processes and shares results with others
Ability to work, cooperate and communicate with others
Sound judgment regarding confidential and sensitive matters
Proven ability to differentiate when to take action independently or to partner as a team
General understanding of financial principles as it relates to the billing of chargeable time would be an asset
EY is committed to inclusiveness, equity and accessibility. We encourage all qualified candidates to apply.