Bss Executive Assistant - London

BSS Executive Assistant            
Rank: Administrative Intermediate, Level 1    

Description

To provide proactive and high quality administrative support to a portfolio of up to 4 Partners.

Key Responsibilities

Relationship management

• Act as an ambassador and first point of contact for allocated Partners.
• Develop and maintain internal and external networks, building knowledge of key client handling teams and issues in order to effectively identify and communicate priorities.
• Build strong relationships with clients and their PA’s identifying opportunities to enhance EY’s reputation.

Diary and meeting management

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

Travel management

• Proactive itinerary planning, researching and considering reasonable alternative cost effective travel, to include assistance with visas.
• Maximise cost reduction opportunities, utilising preferred travel provider in line with travel and expenses policy.

Communication management

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

Events management

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

Time and expense management

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

General administrative and project support

• Delegate meetings, events, travel, accommodation and ad hoc tasks to EAst.
• Maintain client contact and relationship databases.
• Provide ad hoc project support.
• Meet and greet visitors to EY offices.
• Provide cover for colleagues during absences as appropriate.

Experience and skills required 

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