Executive Assistant | EY- Singapore

Job Details:
In your role as anExecutive Assistantyou’ll have the following responsibilities:
Diary management
*.
Manage and coordinate the diaries of 2-3 partners
*.
Use judgment in scheduling of meetings – determine purpose, minimum time required, best time zones for international virtual meetings
*.
Schedule external and internal appointments / meetings, conference calls, sametime meetings and videoconferences
Email management
*.
In-box management: screen emails, respond and/or action as necessary
*.
Act as knowledge resource in use of Lotus Notes management and firm sponsored technology devices
*.
Email management / coverage for other clients upon request (eg short-term absences / peak periods)
*.
Prepare action list of action items and issues, referring to relevant team member when appropriate
Timesheets and expenses
*.
Prepare expense claims, adhering to Accounts Payable deadlines to eliminate late fees
*.
Prepare timesheets on a weekly basis for self and/or department, ensuring that the deadline is met
Travel
*.
Adhering to firmwide policy and tools, arrange and coordinate travel bookings, seeking the required approval/s prior to booking
*.
Prepare travel itineraries for each trip, including multi-leg
*.
Track and record all travel costs as needed or requested
*.
Research, assist in obtaining passports, visas etc.
Relationship management and client services support
*.
Organize client visits and events as required
*.
Actively build and develop both internal and external relationships with clients and their EAs
*.
Ensure marketing information is available
*.
Compile, update and maintain client mailing lists using CRM
*.
Look up or track information on clients and or markets via Factiva
*.
Present market information to PEDD and engagement teams as required
Customised communications, meeting support (including Service Line and Town Hall meetings) and roundtable support
*.
Prepare and/or amend correspondence or documents using EY standards, templates, firm branding and guidance eg. letters, faxes, memos, PowerPoint presentations, reports, proposals, etc.
*.
Draft service line communications
*.
Liaise with and support team as needed on process and execution of meeting materials
*.
Manage administration of meetings and roundtables including issuing of invitations, documentation collation, agenda preparation, monitoring of attendance, circulation of agenda and pre-reading and minute taking
*.
Contact point for pursuit documents
General
*.
Develop and maintain hard and soft filing systems in accordance with Records Management best practice guidance
*.
Take ownership of phone enquiries, referring the client on to the appropriate team member who can assist where necessary
*.
Ensure adequate logistics set up (phone, desk) for new Partners and starters in team and brief them on administration matters (i.e. required stationery, filing systems)
*.
Order business cards and other supplies/gifts/flowers when appropriate
*.
Take an active interest in own personal performance development, including initiating regular meetings with counsellor to discuss goals and work in general
*.
Liaise and work with EAs in the team, and the broader EY network
*.
Prepare payment requisition forms using the Payment Requisition Database, seeking the required approval/s for payment
*.
Manage or coordinate small projects providing cost-effective solutions
*.
Leverage strong working knowledge of applicable firm and service line quality, risk, and confidentiality policies and guidelines and reinforce with others..
..More Details» [Apply]

»Follow @CareerSpaceInfo..

»Subscribe to CareerSpace.info..
»Follow CareerSpaceInfo[G+]..

No comments: