Executive Assistant - Part Time (Wed - Fri)

08 Jun 2022
08 Jul 2022

To provide proactive and high quality administrative support to 2 Regional Leadership Team Partners and Associate Partners and be an EY accredited counsellor to 2-3 EA counselees within BSS.  Coach/mentor EAs and assist with projects across BSS and AWS.

Key Responsibilities

Leadership and people development

  • Act as an ambassador and role model for the BSS community.
  • Counsellor for up to 3 Executive Assistant counselees across BSS, locally and/or remotely.
  • Coach and mentor Executive Assistants within BSS teams to develop and enhance skills, identifying individual training needs.
  • Actively promote the use of EAst.

Relationship management

  • Act as an ambassador and first point of contact for allocated leadership/senior Partners/Associate Partners and wider firm.
  • 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 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.
  • Maximising 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 all 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.
  • 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 EAst.
  • Maintain client contact and relationship databases.
  • Provide ad hoc project support within Leadership Teams and wider firm
  • Meet and greet visitors to EY offices.
  • Provide cover for colleagues during absences as appropriate.

Experience and skills required

  • High level of experience supporting senior individuals preferably in a corporate professional services environment.
  • 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.
  • Exceptional 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.