Advanced Executive Assistant - London Waterloo

Job Description 

Advanced Executive Assistant - London Waterloo - 6 month FTC - LON0051I GB-England-London Executive Assistant Administrative Advanced EYG Description: Duties include extensive diary management, travel arrangement and co-ordination, time reporting, expense management and reporting, invoice management and meeting support. The role demands an individual who is able to operate confidently and independently, able to interact with senior leaders operating at a fast pace in a dynamic and changing environment. Key Responsibilities: Scheduling/ Diary Management Manage a very busy diary, arrange appointments and organize travel, accommodation and transfers as appropriate. Use judgment in scheduling of meetings with executives - determine purpose and minimum time required. Arrange conference calls, meetings, lunches and dinners. Add/ edit calendar items as requested. Communications & Networks Use judgment to manage teams 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 executives 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 executive; build knowledge of key issues in order to effectively identify priorities. Liaise and work with executive assistants (EAs) within the team, EYG and the entire EY network. Travel        Arrange travel using American Express Corporate Travel desk, liaising with third parties over meetings dates and locations. Proactively prepare complex international travel itineraries for each trip. Flexibility to travel to international locations if/when required. Time & Expense Reporting & Invoices Prepare and submit weekly expenses, timesheets and invoices using 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. Take responsibility to ensure team databases are continually updated. Maintain online address book, updating contacts on a regular basis. Ad hoc support for executive on projects as requested. Support visitors as requested.    Experience and Qualifications:   Extensive demonstrated experience working as an EA supporting a senior leader in a fast paced, dynamic corporate environment. Ability to work confidently and independently, taking decisions when faced with ambiguity. Ability to work under pressure and take risks. Copy and audio typing 50wpm+ together with 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 organisation 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.   Other Requirements:   Successful candidates will be able to demonstrate the following skills: Polished communication skills including an excellent standard of written and spoken English. Exceptional organization skills, with an ability to prioritize an often conflicting workload. The ability to plan ahead and anticipate potential problems. The confidence to use your own judgment to proactively make decisions as and when required. The aptitude to provide regular progress reports on administration matters. The confidence and ability to interact with senior profile executives and clients. The ability to coach and develop team members. 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.     EY Global:   EY is a global leader in assurance, tax, transaction and advisory services. Worldwide, our 167,000 people are united by our shared values and an unwavering commitment to quality. We make a difference by helping our people, our clients and our wider communities achieve potential. Further information about Ernst & Young and its approach to a variety of business issues can be found at www.ey.com. Ernst & Young refers to the global organization of member firms of Ernst & Young Global Limited, each of which is a separate legal entity. EY Global Limited does not provide services to clients.   At EY our inclusive work environment means that everyone’s opinion is valued. This enables us to provide better advice and ideas to our clients, which in turn helps you develop as an individual to achieve your potential and make a difference.