Executive Secretary - Admin Intermediate - London - 6 month FTC - LON0056C

Job Description 

GB-England-London

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.

 

Key Responsibilities:

 

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.

 

Travel

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.

Successful candidates will have the following skills:

• 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

 

Who we are

 

EY is committed to being an inclusive employer and we are happy to consider flexible working arrangements. We strive to achieve the right balance for our people, enabling us to deliver excellent client service whilst allowing you to build your career without sacrificing your personal priorities. While our client-facing professionals can be required to travel regularly, and at times be based at client sites, our flexible working arrangements can help you to achieve a lifestyle balance.