Executive Assistant-Office admin/personal secretary/Gen admin

Discipline: Executive Assistance CoE

Role Type: Assigned Support / Associate

Role Rank: Associate

The opportunity

We are looking for Executive Assistant who 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.

Your key responsibilities

• 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 on maintaining and managing key project meetings and the meeting location
• Calendar Management - Maintaining project teams calendar to showcase all key events that needs to be planned.
• Meetings Management - Working closely with the project teams and other stakeholders in scheduling/organizing the meeting or conference call
• Travel Management - Support the project team members in booking the travel tickets
• Workshop or Area visit Plan - Help in planning the agenda, for workshops/area visits by handling the logistics of stay, food and printing, etc.
• Documentation - Recording the minutes of the meeting with clear emphasis on the key action points from the meeting. Maintaining the project database and ensure all documentations are captured and organized for ease of access.
• Training Management - Provide support in setting up training by sending out invites, enabling cut-off point for training sessions, issuing confirmations and/or offering alternative dates. 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

Skills and attributes for success

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

• Administration and organization

• Enjoys problem solving

• Able to prioritize effectively

• Strong project coordination skills

• Comfortable using IT systems

• Interpersonal skills

• Excellent written and oral communication skills

• A strong team player who is comfortable working collaboratively with others

• Must be able to work virtually, and independently

• Able to be diplomatic when dealing with clients

• Flexibility

• Respond well to deadlines and work outside of normal hours when required

• Comfortable working on several activities concurrently

• Able to work in a rapidly changing environment and prioritize accordingly

• Key attributes

• Professional and diplomatic communicator

• Quality focused and takes pride in paying attention to detail

• Self-starter, who can manage with minimal direction

• Able to interact with senior management

• Extremely organized and enjoys administration

• Able to work in a team arrangement

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

To qualify for the role, you must have

• Any graduate or Postgraduate

Ideally, you’ll also have

• 1 to 4 Years
• At least a year of experience working in a team environment handling virtual secretarial services is preferred
• Good command over English (written & spoken) is mandatory

What we offer

EY Global Delivery Services (GDS) is a dynamic and truly global delivery network. We work across six locations – Argentina, China, India, the Philippines, Poland and the UK – and with teams from all EY service lines, geographies and sectors, playing a vital role in the delivery of the EY growth strategy. From accountants to coders to advisory consultants, we offer a wide variety of fulfilling career opportunities that span all business disciplines. In GDS, you will collaborate with EY teams on exciting projects and work with well-known brands from across the globe. We’ll introduce you to an ever-expanding ecosystem of people, learning, skills and insights that will stay with you throughout your career.

• Continuous learning: You’ll develop the mindset and skills to navigate whatever comes next.
• Success, as defined by you: We’ll provide the tools and flexibility, so you can make a meaningful impact, your way.
• Transformative leadership: We’ll give you the insights, coaching and confidence to be the leader the world needs.
• Diverse and inclusive culture: You’ll be embraced for who you are and empowered to use your voice to help others find theirs.