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Ernst & Young Job Description
Job Title : Executive Assistant
Sub Function : Administration & Workplace Services
Reports to (Job Title) : Team Leader
Job Summary :
The Executive Assistant 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.
Essential Functions of the Job :
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 team’s 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 ticket
Workshop or Area visit Plan - Provide assistance 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 eRoom to 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
Knowledge and Skills Requirements :
The role requires someone who can manage a number of 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
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
Respond well to deadlines and work outside of normal hours when required
Comfortable working on a number of activities concurrently
Able to work in a rapidly changing environment and prioritize accordingly
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
Job Requirements : Education :
Any graduate or Postgraduate
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
This job description is intended as a guide to reflect the principal functions of the job. However, it is not an all-inclusive listing of the required job functions and functions may vary depending on the particular geographic location of the job and / or the manager.
Further, the job description is subject to change at the discretion of management.