EY Executive Assistant, Leadership Team - Global - Permanent - London in London, United Kingdom
Executive Assistant, Leadership Team - Global - Permanent - London
Core Business Services
Requisition # LON00E5R
Post Date Jun 12, 2018
Workplace and Operations plays an important role in providing critical Facilities Management support to EY’s Global HQ allowing our Executive Layer staff to focus more of their time on the Firm’s business needs.
We are actively committed to and believe strongly in being a cohesive and motivated team with a strong focus on customer service whilst achieving operational excellence.
Our day to day operational challenges include: Supporting the effectiveness of the Global Firm and the Executive Layer staff working in our Global HQ; Continuously identifying and delivering quality improvements in service, environment and process; Creating and sustaining a safe & efficient workplace; Adapting easily to changing needs and patterns of work; Harnessing advancing technology; Adding value to the organisation; Protecting the environment.
Rank: Administrative Lead supporting the Global Executive (GE)
To work in partnership with the most senior global Partners in EY, the Global Executive (GE). This role demands an efficient self-starter with a high level of leadership, commitment, enthusiasm, and discretion.
A demanding role in which the EA will have at least four years’ experience within EY at Admin Advanced EA level working for senior Partners or equivalent in an outside organization. The EA needs to be highly proactive and flexible with the ability to manage extremely busy and ever changing diaries. Attention to detail, confidentiality, tact and diplomacy are crucial.The work of the EA is closely aligned and integrated with the specialized needs, operations, strategies and business objectives of these top executives and is a highly visible role. The EA manages confidential projects, performs various administrative activities, and has frequent interaction with internal and external clients. Acts daily as an ambassador of firm leadership.
Key requirements of the role include, but are not limited to:
Possesses and leverages superior knowledge of the Service Line and operational role of the executive
Build strong relationships with the other GE and their EAs
Build strong relationships with the GE direct reports
Communicates directives and information from the CEO to executives, managers and others in the organization and follows up on the status of assignments
Assist in driving the agenda for the Service Line or Function
Respond to emails where appropriate on behalf of the GE
Attend global meetings, take notes and follow up on action items
Prepare proposals and presentations on behalf of the GE
Balance multiple priorities considering risk, importance, urgency, political impact and other linkages
Understands the key drivers affecting EY and our clients and apply that knowledge to the completion of projects
Ability to attend meetings on behalf of the GE in order to achieve specific goals/requirements of the business
Act as an ambassador/trusted advisor and first point of contact for the GE and the wider organization
Develop and maintain internal and external networks, building knowledge of key issues in order to effectively identify and communicate priorities.
Build strong relationships with clients and their PA’s
Diary and meeting management
Provide comprehensive diary management to a constantly changing calendar, quickly reschedule meetings, having full autonomy to make decisions using initiative to resolve conflicts and exercise judgment on priorities.
Proactively monitor meeting attendance, taking ownership to ensure enquiries and issues are appropriately delegated and resolved effectively.
Facilitate all logistical arrangements and ensure all documentation is prepared in advance of meetings
Effectively manage constantly changing schedules involving international travel often at short notice.
Proactive itinerary planning, researching and considering reasonable alternative cost effective travel
Maximizing cost reduction opportunities, utilizing preferred travel provider in line with travel & expense policy
Receives, screens and directs incoming calls, visitors, mail and e-mailtaking appropriate action
Proofread and check all communications and documentation, complying with brand and risk procedures
Independently compose, format and edit non-technical business documents
Project manage large and complex events ensuring compliance with policies and liaising with procurement, risk management, health and safety and all other relevant teams
Facilitate all logistical arrangements andattend events as required , proactively ensuring relevant documentation is available
Manage budget and effectively negotiate cost
Time and expense management
Prepare and submit timesheets on time
Collate and process expenses and invoices ensuring compliance with policy and approval process
Reconcile credit/bank statements with receipts as appropriate
General administrative and project support
Maintain client contact and relationship database if applicable
Provide ad hoc project support
Meet and greet visitors to EY offices
Provide cover for colleagues during absences as appropriate
Leadership and people development
Counsel, coach or mentor team members to develop and enhance skills, identifying group and individual training needs
Ensure appropriate resource is provided for the GE at all times
Delegate work as appropriate to members of the secretarial team
Assist with the recruitment of secretaries
Act as an ambassador and role model for the Executive Secretarial community
Participates in the development and implementation of secretarial/administrative standards, policies and practices for the organization
Ideally a member of an external EA network
Experience and skills required:
Strong knowledge of EY and Business Enablement would be highly advantageous
Extensive experience at board level, preferably in a corporate professional services environment
Previous leadership/management/high profile contacts, clients and their teams
The confidence to engage with senior/high profile contacts and clients
Very strong attention to detail and ownership for the delivery of high quality work
Ability to build relationships across diverse teams both locally and globally
Ability to work on own initiative and as part of a team, ensuring seamless service to the organization and clients
Confident in the ability manage multiple conflicting priorities and to use own judgment, make decisions in order to prioritize, challenge, negotiate and influence
Proactively escalate identified or potential issues
Exceptional organizational skills with ability to prioritize a busy and often conflicting workload
Utmost flexibility and professional approach, remaining calm under pressure
Broad knowledge of Microsoft Packages
Knowledge of time zones and best means of travel between multinational locations
‘Can Do’ attitude is essential
Tact and confidentiality are key
Ability to attend meetings in any location as appropriate to the business needs
Excellent written and verbal communication