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Executive Job Description
Job Title (position to be filled) : Virtual Talent Hub (VTH) - Mobility Assistant
Job Rank : Associate
Location : VTH locations aligned to Regional onshore teams
Sub Function : Mobility
Reports to Mobility Regional Lead : Hannah Bozward, Assignment Services Regional Lead
Job Summary :
Briefly describe the main objectives and purpose of the job. Why does the job exist?)
The mobility assistant (MA) will work with the respective mobility consultant (MC) to coordinate end-to-end international mobility assignments into and out of the assigned region(s).
Working together with the MC following the agreed scope of service you will ensure that assignees and the Business have consistent and exceptional assignment experiences.
Purpose of the Job :
Identify and describe the primary duties and responsibilities. Assume that the reader does not know the role or purpose of the job)
Process support :
Work with the MC to support in the preparation of phases of in-bound and out-bound assignments (e.g. pre-assignment, on-assignment, extension, end of assignment and post-assignment).
Assist with the preparation, amendment and finalization of cost estimates.
Preparation of Global Assignments Letters, local contracts where applicable and country specific addendums.
Follow up with the assignee and the business to chase outstanding signed documentation such assignment letters and assignment agreement forms.
Assist with the relocation and repatriation processes by liaising with the assignee and respective Relocation Management Company, healthcare provider, etc.
Assist with onboarding processes including EC (Employee Central) processes.
Action pre-, on- and post-assignment events for assignees (e.g. payment of allowances, expense reimbursements, payroll input, social security payments, tracking and auditing of leave, manage tax payments) to help ensure an exceptional assignee experience.
Assist with the exit processes including EC (Employee Central) processes.
Communications Support :
Review internal mobility related communication channels on a regular basis and handle incoming queries in a timely manner.
Deal with follow-up questions / queries from assignees (e.g. completion of forms and operational aspects).
Appropriate liaison and escalation with the MC as required.
Copy MC into all assignee communications and ensure MC is updated on case management.
Record maintenance :
Maintain data and update the Global Mobility Tool (GMT) to enable efficient and accurate reporting.
Regularly review GMT checklists and dashboards to ensure completion.
Finance and payroll :
Assist MC in conjunction with Finance with the processing and payment of internal and external invoices.
Assist with local annual budgeting, forecasts and accruals as appropriate.
Assist with assignee compensation reviews including bonus eligibility.
Mobility team integration :
Adhere to and demonstrate the EY Mobility Norms and Behaviors.
Apply one team’ mindset to daily practice and interaction.
Fully engage in global and team regional calls.
Attend learning opportunities e.g. open house calls.
Role Responsibilities :
Work independently to meet the MC / assignee requirements to ensure a successful mobility experience.
Participate in regular and ad hoc meetings with onshore team.
Communicate effectively with MC regarding expectation management, capacity, training needs.
Develop and maintain strong relationships with MC as well as key operational stakeholders from the respective region e.
g. Internal Tax & Immigration Experts, Finance, Onboarding teams.
Knowledge and Skills Requirements :
Describe the knowledge and / or skills required to perform this job - these may be technical, managerial or behavioural in nature and can be divided by mandatory optional / considered as an asset)
Demonstrate a strong customer service mindset and a desire to deliver exceptional service.
Strong communications skills with the ability to communicate effectively with colleagues at all levels including internal and external partners and vendors.
Strong organizational skills, attention to detail, ability to prioritize objectives and management all aspects of the role.
Strong computer skills in Microsoft Office applications (Word, Excel, PowerPoint, Teams) and analytical skills.
Experience in working with data bases, document sharing tools, etc.
Able to work independently and effectively in a fast paced, demanding environment.
An appropriate level of business acumen.
Ability to handle sensitive information in a confidential and tactful manner.
Curiosity and motivation to acquire new skills as necessary.
Fluent in English and local language of assigned region (if necessary).
Flexibility with schedule to support assignees and work with mobility teams in different time zones.
Ability to work overtime and handle increased workload during peak season.
Ability to work within a multicultural team.
Other Requirements :
Is overtime regularly required? Are there times of year that vacation may not be taken? Is frequent travel involved? How much?
Are there physical requirements outside of those expected in a normal office environment? Any other miscellaneous points about the job that should be made known?)
Due to global nature of the role, willingness to work alternative hours will be required
Ability and willingness to adjust to new / changing tasks in a flexible manner
Willingness to share and document knowledge
Job Requirements : Education :
What is the minimum level of education required / suggested to perform this job?)
Educated to degree level is required
Certification Requirements :
Describe and explain any certifications and / or licenses needed or helpful to perform this job)
Professional certifications and / or masters studies in a related discipline is preferred, not required
Active membership to related professional bodies or industry groups is preferred, not required