STAR (Float) Executive Secretary- 6 Month FTC- London Bridge

Job Description

STAR (Float) Executive Secretary- 6 Month FTC- London Bridge - LON003ZL GB-England-London

Executive Secretary

Administrative Intermediate - STAR team

Ernst & Young LLP

Description:

To provide secretarial and administrative assistance to a portfolio of partners and directors on a ratio of 1:3 for short term engagements in critical situations. 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 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.

Experience and Qualifications:

• 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.

Other Requirements:

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. • The ability to quickly establish rapport with colleagues within any team.

At Ernst & Young 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.

Salary: . Date posted: 04/03/2013