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.