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EY Executive Assistant - Oceania Team in Taguig City, Philippines

Executive Assistant - Oceania Team

Core Business Services

Requisition # TAG0016R

Post Date Nov 05, 2020

Oceania-EAHistory:

Launched in GDS Manila in February 2016, the Oceania EA Services Team started with 9 virtual executive assistants and 2 documents specialists who worked in partnership with other team members from the Enterprise Support Services (ESS), the largest Core Business Services (CBS) function in EY Australia and New Zealand, delivering critical internal operational support to the business every day. Initially our team supported 28 executives, and with the help of our ambitious transformation agenda, we currently have 151 executives who are receiving our services to date. This would not have been possible without the knowledge, skills and attitude of our team members in Manila who consistently deliver exceptional client service.

JobDescription:

As an office-based Virtual Executive Assistant, you will provide remote support to senior executives in Australia and New Zealand. You will deliver exceptional customer service supporting offshore executives in calendar and meeting management; email management; booking travel, accommodation and supporting other travel logistics; event management; completing expense reimbursements; client relationship management; documentation preparation and other administrative tasks as needed. You will work in a fast paced environment with a supportive and dynamic virtual and local executive assistant team.

Job Functions: - Your primary role and responsibility is to deliver proactive support and administrative services, including, but not limited to:

· Calendar/Meeting Management - Manage and coordinate diaries and schedules with internal and external stakeholders on behalf of the executive

· Email Management - Screen, respond to and/or action emails as necessary

· Travel Management - Arrange the flight and hotel accommodations of the executive, and other logistical requirements (VISA, transfers, etc.)

· Expense Management - Track and submit expenses for reimbursement or payment requisition and adhering to monthly deadlines

· Events Management - Assist in setting up the logistics (venue, catering, electronic equipment) of the event and coordination of invites and monitoring RSVPs

· Timesheet Management - Track, enter and submit the worked hours of the executive and adhering to weekly deadlines

· Telephone Management - Relay accurate and detailed messages, and action or transfer calls to the executive as required

· Client Relationship Management - Build relationships with clients and their EAs, update and maintain client lists using EY’s database, and track information and report on clients and/or markets

· Customized Communications - Prepare or amend simple correspondences or documents using EY templates while adhering to the Firm's branding, collate and/or print documents for meetings, and transcribe short recordings of meetings

· Service Line-specific Tasks - Assist the executive on key Service Line objectives, processes, client deliverables and setting up IT tools

JobRequirements:

* Candidate must possess at least a Bachelor's/College Degree, any field (open to candidates with Vocational Degree or equivalent)

* Minimum of 2 years working experience specializing in Executive Assistance/Secretary/Admin Assistant or equivalent is preferred but not required

* Proficient in MS Office (Outlook, Excel, Word, and PowerPoint)

* Above average English communication skills, both written and spoken

* Possesses working knowledge of a variety of web-based tools

* Ability to handle multiple executives, priorities and deadlines

* Willing to work in McKinley Hill, Taguig

* Open to work in an early morning shift

Oceania-EAHistory:

Launched in GDS Manila in February 2016, the Oceania EA Services Team started with 9 virtual executive assistants and 2 documents specialists who worked in partnership with other team members from the Enterprise Support Services (ESS), the largest Core Business Services (CBS) function in EY Australia and New Zealand, delivering critical internal operational support to the business every day. Initially our team supported 28 executives, and with the help of our ambitious transformation agenda, we currently have 151 executives who are receiving our services to date. This would not have been possible without the knowledge, skills and attitude of our team members in Manila who consistently deliver exceptional client service.

JobDescription:

As an office-based Virtual Executive Assistant, you will provide remote support to senior executives in Australia and New Zealand. You will deliver exceptional customer service supporting offshore executives in calendar and meeting management; email management; booking travel, accommodation and supporting other travel logistics; event management; completing expense reimbursements; client relationship management; documentation preparation and other administrative tasks as needed. You will work in a fast paced environment with a supportive and dynamic virtual and local executive assistant team.

Job Functions: - Your primary role and responsibility is to deliver proactive support and administrative services, including, but not limited to:

· Calendar/Meeting Management - Manage and coordinate diaries and schedules with internal and external stakeholders on behalf of the executive

· Email Management - Screen, respond to and/or action emails as necessary

· Travel Management - Arrange the flight and hotel accommodations of the executive, and other logistical requirements (VISA, transfers, etc.)

· Expense Management - Track and submit expenses for reimbursement or payment requisition and adhering to monthly deadlines

· Events Management - Assist in setting up the logistics (venue, catering, electronic equipment) of the event and coordination of invites and monitoring RSVPs

· Timesheet Management - Track, enter and submit the worked hours of the executive and adhering to weekly deadlines

· Telephone Management - Relay accurate and detailed messages, and action or transfer calls to the executive as required

· Client Relationship Management - Build relationships with clients and their EAs, update and maintain client lists using EY’s database, and track information and report on clients and/or markets

· Customized Communications - Prepare or amend simple correspondences or documents using EY templates while adhering to the Firm's branding, collate and/or print documents for meetings, and transcribe short recordings of meetings

· Service Line-specific Tasks - Assist the executive on key Service Line objectives, processes, client deliverables and setting up IT tools

JobRequirements:

* Candidate must possess at least a Bachelor's/College Degree, any field (open to candidates with Vocational Degree or equivalent)

* Minimum of 2 years working experience specializing in Executive Assistance/Secretary/Admin Assistant or equivalent is preferred but not required

* Proficient in MS Office (Outlook, Excel, Word, and PowerPoint)

* Above average English communication skills, both written and spoken

* Possesses working knowledge of a variety of web-based tools

* Ability to handle multiple executives, priorities and deadlines

* Willing to work in McKinley Hill, Taguig

* Open to work in an early morning shift

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