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

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

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.
• Maximising 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.
• Proof read 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, liaising with procurement, risk management, health and safety and all other relevant teams.
• Facilitate all 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

• 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.

Leadership and people development

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

Experience and skills required:

• Extensive experience at board level, preferably in a corporate professional services environment.
• The confidence to engage with senior/high profile contacts, 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.
• The confidence to communicate difficult messages appropriately.
• 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.
• Exceptional 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.