Executive Assistant - Senior - EY Global Delivery Services

at  EY

POSITION SUMMARY

Executive Assistant (EA) services are offered by the AWS work-stream within the MBA service function (Global Delivery Services). The objective of this role is to oversee and manage the provision of administrative and secretarial services to allocated senior leadership from a GDS location.
The Senior Associate (Workplace Services - Executive Assistant) is required to deliver EA support to their allocated senior leadership (senior managers and above, the “executives”). Core EA deliverables include diary management, travel management, event and meeting management, expense management and processing, client relationship management and support, email management, CRM data management, expense management, timesheet management, tool support, and any other general EA support requirements that may arise on an ‘as needs’ basis. The Senior Associate should be willing to step in to ensure effective delivery of this support to users as required.

ESSENTIAL BACKGROUND/SKILL REQUIREMENTS

• Experience in people and performance management/supervision/coaching/mentoring
• Strong organizational skills including resource and workflow management
• Solid understanding of professional services including core processes and common systems
• Strong customer service and stakeholder management skills
• Able to independently manage the functioning and day-to-day operations of an EA team
• Managing service delivery to a specified service level agreement
• Conduct quality audits on select samples, provide team members with appropriate feedback on performance, capture and record audit findings and feedback for improvement
• Supervisor level reviews for critical deliverables
• Delivery of up-skilling/mentoring initiatives for the team

KNOWLEDGE AND ATTRIBUTES

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

• Able to prioritize effectively
• Extremely organized and enjoys administration
• Comfortable using IT database systems
• Excellent written and oral communication skills
• Demonstrated ability in project planning & management
• Respond well to deadlines and work outside of normal hours when required
• Proficient in MS Office (Word, Excel & PowerPoint) and fair knowledge of MS Outlook and Lync

JOB REQUIREMENTS

• Bachelor’s degree or equivalent, preferable
• Min 2 to 4 years of work experience as administrative assistant or similar role in a renowned and preferably multinational company.
  Location: Buenos Aires
  Working Hours: 9 - 18

The primary responsibility of this position is to work in a team environment to oversee and ensure the effective delivery of high quality Executive Assistant (EA) support to identified/allocated executives, within the bounds of agreed and documented service levels as regards scope, quality, and timeliness. The Senior Associate will have responsibility for the effective delivery of EA support including, but not limited to, the following core EA tasks:

• Meetings, Events, and Diary Management — manage internal and external appointments, client meetings, events, video-conferences, and online meetings inclusive of both ‘Outlook’ calendar logistics and the coordination of all associated facilities, equipment, catering, agendas, and the associated liaison with internal and external attendees and their respective EAs. Prioritizes urgency Schedule meetings and conference rooms, assist team members with set up, breakdown of coffee/drinks and snacks, and maintenance organization and cleanliness of conference rooms
• Travel Management – working with the relevant travel provider’ tools and services, manage all aspects of travel as required/directed by each executive, including booking and approvals, passport and visas, costs and itineraries (all per EY policy)
• Email Management — screening, actioning, alerting, filing, and deletion of email correspondence as required/directed by each executive
• Client Relationship Management – coordinating client visits, events, mailing lists and marketing data; establishing and maintaining relationships with relevant clients and their respective EAs as required/directed by each executive
• CRM System Management – supporting executives with pipeline management, opportunity administration and reporting, and contact and activity administration within the CRM/Interaction systems (per EY and service line policy)
• Expense Management – collation and timely processing of all reimbursable expenses on behalf of allocated executives, reconciliation, and provision of required information
• Timesheets – collate and enter weekly timesheet information as required/directed by each executive
• Expense Management – collation and timely processing of all reimbursable expenses on behalf of allocated executives, reconciliation, and provision of required information
• Purchase requisitions of invoices for service providers – preparation and follow up
• Confidentiality – be responsible for handling confidential information with discretion
• Other general administrative support — as required/directed by each executive, including (but not limited to) recording meeting minutes and actions, maintaining project information, recording learning/CPE hours, EY tool support and administration, data capture, processing and administration of business information, transcription of recorded meetings, scanning, copying and organizing files, ad-hoc service line specific tasks etc

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

• Able to prioritize effectively
• Extremely organized and enjoys administration
• Comfortable using IT database systems
• Excellent written and oral communication skills
• Demonstrated ability in project planning & management
• Respond well to deadlines and work outside of normal hours when required
• Proficient in MS Office (Word, Excel & PowerPoint) and fair knowledge of MS Outlook and Lyn