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EY GDS- Japan Executive Assistant (Associate) in Taguig City, Philippines

GDS- Japan Executive Assistant (Associate)

Core Business Services

Requisition # TAG00159

Post Date 3 days ago

Job Summary:

The Executive Assistant would be required to work in a team environment in delivering the secretarial needs of the global EY office senior management team such as diary management, calendar management, travel management, documentation, tool support and other administrative requirements that may arise on a need basis.

Essential Functions of the Job:

The primary role and responsibility of this position will be to work in a team environment and deliver administrative services including, but not limited to ‑

  • Diary Management - Provide support to the project team members onmaintaining and managing key project meetings and the meeting location

  • Calendar Management -Maintaining project team’s calendar to showcase all key events that needs to beplanned.

  • Meetings Management -Working closely with the project teams and other stakeholders inscheduling/organizing the meeting or conference call

  • Travel Management -Support the project team members in booking the travel ticket

  • Workshop or Area visit Plan -Provide assistance in planning the agenda, for workshops/area visits byhandling the logistics of stay, food and printing, etc.

  • Documentation -Recording the minutes of the meeting with clear emphasis on the key actionpoints from the meeting. Maintaining the project database and eRoom to ensureall documentations are captured and organized for ease of access.

  • Training Management -Provide support in setting up training by sending out invites, enabling cut-offpoint for training sessions, issuing confirmations and/or offering alternativedates. Supplement delegates with correct pre-work and sessions

  • 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

Knowledge and Skills Requirements:

  • The role requires someone who can manage a numberof concurrent activities, with strong multi-tasking, prioritization,organizational and time management skills.

  • Administration and organization

  • Enjoysproblem solving

  • Ableto prioritize effectively

  • Strongproject management skills

  • Comfortableusing IT database systems

  • Interpersonal skills

  • Excellentwritten and oral communication skills

  • Astrong team player who is comfortable working collaboratively with others

  • Mustbe able to work virtually, and independently

  • Ableto be diplomatic when dealing with clients

  • Flexibility

  • Respondwell to deadlines and work outside of normal hours when required

  • Comfortableworking on a number of activities concurrently

  • Ableto work in a rapidly changing environment and prioritize accordingly

  • Key attributes

  • Professionaland diplomatic communicator

  • Qualityfocused and takes pride in paying attention to detail

  • Selfstarter, who can manage with minimal direction

  • Ableto interact with senior management

  • Extremelyorganized and enjoys administration

  • Ableto work in a team arrangement

  • Demonstrated experience in MS Office (Word, Excel& PowerPoint) and fair knowledge of MS Outlook

Job Requirements:

Education:

  • Any graduate or Post graduate

Experience:

  • 1 to 4 Years

  • At least a year of experience working in a teamenvironment handling virtual secretarial services is preferred

  • Goodcommand over English and Japanese(written & spoken) is mandatory

Location:

Manila

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 particular geographic location of the job and/or the manager. Further, the job description is subject to change at the discretion of management.

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