Executive Assistant - AA2 - UK&I - BSS - Permanent - London

Lead Executive Assistant to Managing Partner, Client Service: London
Rank: Administrative Lead, Level 2

Description:
To provide proactive and high-quality assistance to the Managing Partner, Client Service, Alison Kay. To be an EY accredited counsellor to 3-5 EA counsellees within BSS.

Key Responsibilities

Relationship management

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  Act as an ambassador and first point of contact for the Managing Partner, Client Service and wider firm.
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  Develop and maintain internal and external networks, building knowledge of key issues in order to effectively identify and communicate priorities.
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  Build strong relationships with clients and their EA’s identifying opportunities to enhance EY’s reputation.
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  Work as part of the Team Leader group to ensure consistencies in support levels, policies and procedures.

Diary and meeting management

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  Provide comprehensive diary management, having full autonomy to make decisions using initiative to resolve conflicts and exercise judgment on priorities.
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  Proactively monitor meeting attendance, taking ownership to ensure enquiries and issues are appropriately delegated and resolved effectively.
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  Facilitate all logistical arrangements and ensure all documentation is prepared in advance of meetings.

Travel management

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  Proactive itinerary planning, researching and considering reasonable alternative cost effective travel.
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  Maximising cost reduction opportunities, utilising preferred travel provider in line with travel and expenses policy.

Communication management

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  Manage communications, monitor emails, post and calls taking appropriate action, escalating or delegating accordingly.
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  Proof read and sense check all communications and documentation, complying with brand and risk procedures.

Events management

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  Project manage large and complex events ensuring compliance with policies, liaising with procurement, risk management, health and safety and all other relevant teams.
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  Facilitate all logistical arrangements and attend events as required, proactively ensuring relevant documentation is available.
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  Manage budget and effectively negotiate costs.

Time and expense management

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  Prepare and submit timesheets.
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  Collate and process expenses and invoices ensuring compliance with policy and approval process.
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  Reconcile credit card/bank statements with receipts as appropriate.

General administrative and project support

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  Maintain client contact and relationship databases.
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  Provide ad hoc project support.
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  Meet and greet visitors to EY offices.
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  Provide cover for colleagues during absences as appropriate.

Leadership and people development

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  Counsel, coach and mentor team members to develop and enhance skills.
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  Act as an ambassador and role model for the Executive Assistant community.

Experience and skills required:

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  Extensive experience at board level, preferably in a corporate professional services environment.
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  The confidence to engage with senior/high profile contacts, clients and their teams.
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  Attention to detail and ownership for the delivery of high quality work.
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  Ability to build relationships across diverse teams both locally and globally.
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  Ability to work as part of a team, ensuring seamless service to the firm and clients.
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  The confidence to communicate difficult messages appropriately.
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  Confident with the ability to use own judgment and make decisions in order to prioritise, challenge, negotiate and influence.
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  The ability to plan ahead and anticipate potential problems.
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  Exceptional organisational skills with ability to prioritise a busy and often conflicting workload.
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  A flexible and professional approach, remaining calm under pressure.
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  Knowledge of time zones and best means of travel between multinational locations.
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  Broad knowledge of Microsoft Office packages.