Executive Secretary in Scotland - Aberdeen, United Kingdom

at Ernst & Young

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

Job Description

To provide secretarial and administrative assistance to a portfolio of partners and directors on a ratio of 1:3. Duties include diary management, travel arrangements, time reporting, expense reporting, invoices and the provision of meeting support. 


Scheduling/ Diary Management

  • Manage busy portfolio diaries, arrange appointments (both internal and external) and organise travel, accommodation and transfers as appropriate.
  • Use judgement when scheduling meetings for the portfolio - determine purpose and minimum time required.
  • Arrange conference calls, meetings, lunches and dinners on behalf of the portfolio as required.
  • Add/ edit calendar items as requested.

Communications & Networks

  • Use judgement to manage the portfolio’s workload/current issues and have the 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 portfolio and prepare list of action items and issues, referring to the relevant portfolio member when necessary.
  • Prepare and revise documents including letters, emails and memos. etc
  • Build and develop an internal and external network of contacts on behalf of the portfolio; build knowledge of key issues in order to effectively identify priorities.
  • Liaise and work with Executive Secretaries (ESs) within the wider team, and the entire Ernst & Young network


  • Arrange travel using the American Express Corporate Travel desk or EY’s online travel system (EYe Book Travel) in line with policy.
  • Prepare complex international travel itineraries.

Time & Expense Reporting & Invoices

  • Prepare and submit weekly expenses, timesheets and invoices using the EY in-house system.
  • Reconcile and report on American Express card statements with receipts.

Meeting Support

  • Ensure all papers are prepared ahead of meetings as necessary.
  • Prepare, amend and progress presentations as and when required.
  • Manage administration of meetings, including documentation collation.

General Administrative Support

  • Maintain hard and soft filing systems.
  • Maintain information for key administrative matters related to the portfolio and others as needed, e.g. contact lists, etc. as requested.
  • Maintain the client database (Interaction) updating contacts and other associated tasks on a regular basis as required.
  • Provide ad hoc support for the portfolio on projects as requested.
  • Support visitors as required.



  • Candidates should have demonstrated experience working as an ES supporting a portfolio of senior leaders in a fast-paced corporate environment. 
  • An advanced knowledge of Word and intermediate knowledge of PowerPoint and Excel is necessary. 
  • Lotus Notes knowledge is an advantage. 
  • Ideally candidates will have exposure of working within a multinational and multicultural corporate organisation where they have built relationships across virtual portfolios and supported a portfolio that travels extensively. 
  • Experience of working at a professional service partnership is an advantage but not essential
  • Polished communication skills, including an excellent standard of written and spoken English.
  • Strong organisation skills, with an ability to prioritise 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 portfolio-orientated focus.
  • 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.
  • Strong interpersonal skills
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