Executive Assistant - UK&I - BSC, Open to flexibility

Birmingham, West Midlands
06 Apr 2018
06 May 2018
Admin, PA
Contract Type

Executive Assistant - UK&I - BSC, Open to flexibility

To provide proactive and high quality remote administrative support to a portfolio of 4 to 10 Partners, Executive Directors and Directors

Key Responsibilities

Relationship Management:

  • Act as an ambassador and first point of contact for allocated Partners, Executive Directors and Directors.
  • Develop and maintain internal and external networks, building knowledge of key client handling teams and issues in order to effectively identify and communicate priorities.
  • Build strong relationships with clients and their PAs identifying opportunities to enhance EY’s reputation.

Diary and Meeting Management:

  • Provide comprehensive diary management, 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.

Travel Management:

  • Proactive itinerary planning, researching and considering reasonable alternative cost effective travel, to include assistance with visas.
  • Maximise cost reduction opportunities, utilising preferred travel provider in line with travel and expenses policy.

Communication Management:

  • Manage communications, monitor emails, post and calls taking appropriate action, escalating or delegating accordingly.
  • Proofread and sense check all communications and documentation, complying with brand and risk procedures.

Events Management:

  • 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 logistical arrangements and attend events as required, proactively ensuring relevant documentation is available.
  • Manage budget and effectively negotiate costs.

Time and Expense Management:

  • Prepare and submit timesheets, in exceptional circumstances.
  • Collate and process expenses and invoices ensuring compliance with policy and approval process.
  • Reconcile credit card/bank statements with receipts as appropriate.

General Administrative and Project Support:

  • Delegate meetings, events, travel, accommodation and ad hoc tasks to the BSC META team.
  • Maintain client contact and relationship databases.
  • Provide ad hoc project support.
  • Meet and greet visitors to EY offices.
  • Provide cover for colleagues during absences as appropriate.

Experience and Skills Required:

  • Experience in a corporate professional services environment is preferred.
  • The confidence to engage with senior/high profile contacts and clients and their teams.
  • 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 as part of a team, ensuring seamless service to the firm and clients.
  • Confident with the ability to use own judgment and make decisions in order to prioritise, challenge, negotiate and influence.
  • The ability to plan ahead and anticipate potential problems.
  • Strong organisational skills with ability to prioritise a busy and often conflicting workload.
  • A flexible and professional approach, remaining calm under pressure.
  • Knowledge of time zones and best means of travel between multinational locations.
  • Broad knowledge of Microsoft Office packages.

Who we are

EY is committed to being an inclusive employer and we are happy to consider flexible working arrangements. We strive to achieve the right balance for our people, enabling us to deliver excellent client service whilst allowing you to build your career without sacrificing your personal priorities. While our client-facing professionals can be required to travel regularly, and at times be based at client sites, our flexible working arrangements can help you to achieve a lifestyle balance.