Job Description

At EY, you'll have the chance to build a career as unique as you are, with the global scale, support, inclusive culture and technology to become the best version of you. And we're counting on your unique voice and perspective to help EY become even b

At EY, you'll have the chance to build a career as unique as you are, with the global scale, support, inclusive culture and technology to become the best version of you. And we're counting on your unique voice and perspective to help EY become even better, too. Join us and build an exceptional experience for yourself, and a better working world for all. Essential Requirements of the Role: The primary responsibility of this position is to work in a team environment to oversee and ensure the effective delivery of high quality remote Executive Assistant (EA) support to identified/allocated executives, within the bounds of agreed and documented service levels as regards scope, quality, and timeliness. The Senior Associate will have responsibility for the effective delivery of EA support by him/her as well as the team including, but not limited to, the following core EA tasks: Meetings, Events, and Diary Management - manage internal and external appointments, client meetings, events, video-conferences, and online meetings inclusive of both 'Outlook' calendar logistics and thecoordination of all associated facilities, equipment, catering, agendas, and the associated liaison with internal and external attendees and their respective EAs Travel Management - working with the relevant travel provider' tools and services, manage all aspects of travel as required/directed by each executive, including booking and approvals, passport and visas, costs and itineraries (all per EY policy) Email Management - screening, actioning, alerting, filing, and deletion of email correspondence as required/directed by each executive Client Relationship Management - coordinating client visits, events, mailing lists and marketing data establishing and maintaining relationships with relevant clients and their respective EAs as required/directed by each executive CRM System Management - supporting executives with pipeline management, opportunity administration and reporting, and contact and activity administration within the CRM/Interaction systems (per EY and service line policy) Expense Management - collation and processing of all reimbursable expenses on behalf of allocated executives, reconciliation, and provision of required information Timesheets - collate and enter weekly timesheet information as required/directed by each executive Other general administrative support - as required/directed by each executive, including (but not limited to) recording meeting minutes and actions, maintaining project information, recording learning/CPE hours, EY tool support and administration, data capture, processing and administration of business information, transcription of recorded meetings, ad-hoc service line specific tasks etc. Essential Background/Skill Requirements Experience in people and performance management/supervision/coaching/mentoring Strong organizational skills including resource and workflow management Solid understanding of professional services including core processes and common systems Strong customer service and stakeholder management skills Able to independently manage the functioning and day-to-day operations of an EA team Managing service delivery to a specified service level agreement Conduct quality audits on select samples, provide team members with appropriate feedback on performance, capture and record audit findings and feedback for improvement Supervisor level reviews for critical deliverables Delivery of up-skilling/mentoring initiatives for the team Knowledge and Attributes: The role requires someone who can manage a number of concurrent activities, with strong multi-tasking, prioritization, organizational and time management skills. Administration and organization Enjoys problem solving Able to prioritize effectively Extremely organized and enjoys administration Strong network coordination skills Comfortable using IT database systems Interpersonal skills Excellent written and oral communication skills A strong team player who is comfortable working collaboratively with others Very good understanding of business functions and operations Must be able to work virtually, and independently Demonstrated ability in project planning & management Able to be diplomatic when dealing with clients Flexibility Respond well to deadlines and work outside of normal hours when required Comfortable working on a number of activities concurrently Able to work in a rapidly changing environment and prioritize accordingly Personal attributes Professional and diplomatic communicator Quality focused and takes pride in paying attention to detail Self starter, who can manage with minimal direction Able to interact with senior management Proficient in MS Office (Word, Excel & PowerPoint) and fair knowledge of MS Outlook and Lync Supervision Responsibilities: Project/Process Management People Management Leadership skills - driving engagement Cross-train peers where appropriate Job Requirements: Education: Bachelor's degree or equivalent Good command over English and Japanese (written & spoken) is mandatory Experience : Min 6 to 8 years of work experience of which at least 3 years in a supervisory role At least a year of experience working in a team environment handling virtual secretarial services is preferred EY | Building a better working world EY exists to build a better working world, helping to create long-term value for clients, people and society and build trust in the capital markets. Enabled by data and technology, diverse EY teams in over 150 countries provide trust through assurance and help clients grow, transform and operate. Working across assurance, consulting, law, strategy, tax and transactions, EY teams ask better questions to find new answers for the complex issues facing our world today.