Executive Assistant - Local Operations

Job description

Job Title: Associate, Executive Assistant Support BCS (Business and Creative Services) Function: Business and Creative Services (BCS) Skill Level: Medium Rank: Associate Sub Function: Workplace Services Reports to (Job Title): Senior Associate/Team Leader Job Summary: • Virtual Executive Assistant services is a processes offered from the Workplace Services work-stream within the Business and Creative Services service function with the Global Shared Services. The objective of this role is to provide administrative and secretarial services to the a group ofonshore Senior Managers from a remote location. • The associate (Workplace Services -Executive Assistant) would be required to work in an team environment in delivering the secretarial needs of the senior management team such as diary management, calendar management, travel management, documentation, tool support and other administrative requirements that may arise on need basis. He/she should be willing to work in time zones suitable for the support. Essential Functions of the Job: • The primary role and responsibility of this position will be to work in a team environment and deliver ESS and admin 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 • Expense Management – Submit and track expenses for reimbursement,respond to inquiries as necessary • 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 SharePoint site 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 • Transcription — Business Transcription of recorded meetings, events, conference, etc.

Job Title: Associate, Executive Assistant Support BCS (Business and Creative Services) Function: Business and Creative Services (BCS) Skill Level: Medium Rank: Associate Sub Function: Workplace Services Reports to (Job Title): Senior Associate/Team Leader Job Summary: • Virtual Executive Assistant services is a processes offered from the Workplace Services work-stream within the Business and Creative Services service function with the Global Shared Services. The objective of this role is to provide administrative and secretarial services to the a group ofonshore Senior Managers from a remote location. • The associate (Workplace Services -Executive Assistant) would be required to work in an team environment in delivering the secretarial needs of the senior management team such as diary management, calendar management, travel management, documentation, tool support and other administrative requirements that may arise on need basis. He/she should be willing to work in time zones suitable for the support. Essential Functions of the Job: • The primary role and responsibility of this position will be to work in a team environment and deliver ESS and admin 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 • Expense Management – Submit and track expenses for reimbursement,respond to inquiries as necessary • 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 SharePoint site 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 • Transcription — Business Transcription of recorded meetings, events, conference, etc.