GDS - Associate - Virtual Executive Assistant (Canada Support)

Job description

The opportunity

We are seeking for a Virtual Executive Assistant to join our team. You’ll join our Administration & Workplace Services (AWS) team and you will provide comprehensive, quality administrative and support services for all of our EY member firms.

·  Virtual Executive Assistant services is a process 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 of onshore customers from a remote location
·  The associate (Administrative 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, including night shifts suitable for the support

Your key responsibilities

·  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 — Manage calendars of senior executives 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 senior executives in booking travel tickets
·  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; create and edit letters using EY standard templates; create and edit PowerPoint documents using EY’s branding guidelines
·  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

·  Proficient time management skills with an ability to prioritize workload (ability to plan ahead and anticipate problems).
·  Confidence and ability to interact with clients and executives
·  Excellent attention to detail
·  Proactive and solutions focused
·  Team player, supportive of colleagues
·  Quality driven, consistently aiming for high standards
·  Maintains strict discretion and confidentiality

To qualify for the role you must have
·  Candidate must possess at least a Bachelor's/College Degree, any field
·  Minimum of 2 years working experience specializing in Executive Assistance/Secretary/Admin  Assistant or equivalent is preferred but not required
·  Customer Service experience working with multiple stakeholders
·  Proficient in MS Office (Outlook, Excel, Word, and PowerPoint)
·  Above average English communication skills, both written and spoken
·  Ability to handle multiple executives, priorities and deadlines
·  Open to work on a night shift
What working at EY offers  

At EY, our Total Rewards package supports our commitment to creating a leading people culture - built on high-performance teaming - where everyone can achieve their potential and contribute to building a better working world for our people, our clients and our communities. It's one of the many reasons we repeatedly win awards for being a great place to work. 

We offer a competitive compensation package where you’ll be rewarded based on your performance and recognized for the value you bring to our business. In addition, our Total Rewards package allows you decide which benefits are right for you and which ones help you create a solid foundation for your future. Our Total Rewards package includes a comprehensive medical, prescription drug and dental coverage, a defined contribution pension plan, a great vacation policy plus firm paid days that allow you to enjoy longer long weekends throughout the year, statutory holidays and paid personal days (based on province of residence), and a range of exciting programs and benefits designed to support your physical, financial and social well-being. Plus, we offer: 

• Support and coaching from some of the most engaging colleagues in the industry 
• Learning opportunities to develop new skills and progress your career 
• The freedom and flexibility to handle your role in a way that’s right for you 

About EY  

As a global leader in assurance, tax, transaction and advisory services, we’re using the finance products, expertise and systems we’ve developed to build a better working world. That starts with a culture that believes in giving you the training, opportunities and creative freedom to make things better. Whenever you join, however long you stay, the exceptional EY experience lasts a lifetime. Recognized as one of Canada's top employers, EY continually strives to be a great place to work and with a commitment to hiring and developing the most passionate people, we’ll make our ambition to be the best employer by 2020 a reality. 

If you can confidently demonstrate that you meet the criteria above, please contact us as soon as possible. 


Join us in building a better working world.