Executive Assistant - 6 Month FTC- London Waterloo in England - London, United Kingdom

at Ernst & Young

Administration & Office Support
Minimum Qualification
Required Experience
1 - 3 years
Employment Type
Male or Female
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Job Description

To provide secretarial and administrative assistance to Ernst & Young Global (EYG). Duties include diary management, travel arrangements, time reporting, expense reporting, invoices and the provision of meeting support. 


Scheduling/ Diary Management 

  • Manage busy team diaries, arrange appointments and organize travel, accommodation and transfers as appropriate.

  • Use judgment in scheduling of meetings with team - determine purpose and minimum time required.

  • Arrange conference calls, meetings, lunches and dinners on behalf of the team as required.

  • Add/ edit calendar items as requested.

  • Communications & Networks 

  • Use judgment to manage workload, current issues and knowledge to respond to queries; take ownership of enquires and ensure other issues are referred to the appropriate person in a timely fashion in their absence.

  • 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. etc

  • 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 executive assistant (EAs) within the team, EYG and the entire Ernst & Young network.

  • Travel 

  • Arrange travel using American Express Corporate Travel desk.

  • Prepare complex international travel itineraries for each trip.

  • Time & Expense Reporting & Invoices 

  • Prepare and submit weekly expenses, timesheets and invoices our in-house system.

  • Reconcile and report on American Express card statements with receipts including personal expenses.

  • Meeting Support 

  • Liaise with and support team as needed on process and execution of materials.

  • Prepare presentations.

  • Manage administration of meetings including documentation collation.

  • 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.

  • Maintain online address book, updating contacts on a regular basis.

  • Ad hoc support for team on projects as requested.

  • Support visitors as requested.
  • Requirements

    Successful candidates will have the following skills:

  • Polished communication skills including an excellent standard of written and spoken English.

  • Strong organization skills, with an ability to prioritize an often conflicting workload.

  • The ability to plan ahead and anticipate potential problems.

  • The aptitude to provide regular progress reports on administration matters.

  • The confidence and capability to work with senior profile executives and clients.

  • A flexible and professional manner.

  • A team orientated approach.

  • Flexibility regarding hours worked and tasks undertaken.

  • A quality driven approach, consistently aiming for high standards.

  • The capability to keep matters confidential.

  • The ability to form networks with staff at all levels and influence effectively.

  • Demonstrated experience working as an EA supporting a team of senior leaders in a fast paced corporate environment.

  • An advanced knowledge of Word and PowerPoint and intermediate knowledge of Excel.

  • Lotus Notes knowledge is an advantage.

  • Ideally candidates will have exposure of working within a multinational and multicultural organization where they have had to build relationships across virtual teams and support a team who travel extensively.

  • Experience of working in a partnership or matrix structure firm is an advantage but not essential.

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