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Lead Executive Assistant to Managing Partner- (Admin Lead, Level 2-) UK&I - BSS - Perm- London

Lead Executive Assistant to Managing Partner, Client Service:... Rank: Administrative Lead, Level... Description: To provide proactive and high-quality assistance to the Managing Partner, Client Service, Alison Kay.  To be an EY...

Job description

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.
     

Extra information

Status
Closed
Location
London
Type of Contract
Graduate jobs
Profession type
Advertising / Marketing / PR , Management
Full UK/EU driving license preferred
No
Car Preferred
No
Must be eligible to work in the EU
No
Cover Letter Required
No

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