Executive Assistant
Teamwork
• Proactively work as part of an EA Support Team to ensure consistent support levels are delivered to the allocated client group and across the practice, and that policies and procedures are adhered to.
Scheduling/ Diary Management
• Manage busy team diaries, arrange meetings and organise complex travel, accommodation and transfers as appropriate.
Communications and Networks
• Screen phone calls and messages, sort post and emails for the team and prepare list of action items and issues, referring to the relevant team member when appropriate.
• Prepare and revise documents including letters, emails and memos with little or no guidance.
• Build and develop internal and external network of contacts on behalf of the team; build
knowledge of key issues in order to effectively identify priorities.
• Liaise and work with EAs within the team, locally, and across the entire Ernst and
Young network.
• Ensure internal approval processes are followed and gain appropriate approvals as required.
• Prepare agendas for meetings, scribe and minute meetings where required.
Travel
• Arrange travel using American Express Corporate Travel team.
• Facilitate and prepare complex international travel itineraries as required.
Time and Expense Reporting
• Prepare and submit complex timesheets.
• Reconcile and submit complex American Express card expenses with receipts including personal expenses.
Meeting Support
• Prepare presentations as required.
• Manage administration of meetings including documentation collation, following up on action items.
General Administrative Support
• Develop and maintain hard and soft filing systems.
• Develop protocols and maintain information for key administrative matters related to the team and other as needed e.g. contact lists etc as requested.
• Any other necessary ad-hoc administration or support for teams as required.
Qualifications:
- Excellent communication skills, including written and spoken English
- Excellent organisational skills, with the ability to prioritise an often conflicting workload
- The ability to plan ahead and anticipate potential issues
- The confidence and ability to deal with senior profile executives and clients
- A flexible, professional and positive approach
- A quality driven approach, consistently aiming for high standards
- Experience dealing with confidential matters
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