Executive Assistant

Ernst & Young Advisory Services Sdn Bhd; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A leading consulting firm in Singapore is seeking an experienced Executive Assistant to provide comprehensive administrative support, including diary management for Partners, in-box management, and organizing client events. The ideal candidate has a Diploma and 5-6 years of experience, possesses strong MS Office skills, and is highly organized. This role requires excellent communication skills and the ability to multitask in a fast-paced environment, providing essential support to both internal teams and clients.

Qualifications

• 5 to 6 years of relevant experience.
• Good command of written and spoken English.
• Ability to work independently and under pressure.

Responsibilities

• Manage and coordinate the diaries of 2-3 Partners.
• Prepare expense claims adhering to Accounts Payable deadlines.
• Arrange and coordinate travel bookings following firmwide policy.
• Organize client visits and events.
• Develop and maintain filing systems.

Skills

Proficiency in MS office applications

Strong interpersonal and communication skills

Ability to multi-task

Strong organizational skills

Detail oriented

Initiative

Education

Diploma or Private Secretarial Certificate

Job description

Responsibilities

• Diary management
  • Manage and coordinate the diaries of 2-3 Partners
  • Judgment in scheduling of meetings – determine purpose, minimum time required, best time zones for international virtual meetings
  • Schedule external and internal appointments / meetings, conference calls, sametime meetings and videoconferences
• In-box management: screen emails, respond and/or action as necessary
• Act as knowledge resource in use of Lotus Notes management and firm sponsored technology devices
• Email management / coverage for other clients upon request (eg short-term absences / peak periods)
• Prepare action list of action items and issues, referring to relevant team member when appropriate
• Timesheets and expenses
  • Prepare expense claims, adhering to Accounts Payable deadlines to eliminate late fees
  • Prepare timesheets on a weekly basis for self and/or department, ensuring that the deadline is met
• Travel
  • Adhering to firmwide policy and tools, arrange and coordinate travel bookings, seeking the required approval/s prior to booking
  • Prepare travel itineraries for each trip, including multi-leg
  • Track and record all travel costs as needed or requested
  • Research, assist in obtaining passports, visas etc.
• Relationship management and client services support
  • Organize client visits and events as required
  • Actively build and develop both internal and external relationships with clients and their EAs
  • Ensure marketing information is available
  • Compile, update and maintain client mailing lists using CRM
  • Look up or track information on clients and or markets via Factiva
  • Present market information to PEDD and engagement teams as required
• Customised communications, meeting support (including Service Line and Town Hall meetings) and roundtable support
  • Prepare and/or amend correspondence or documents using EY standards, templates, firm branding and guidance eg. letters, faxes, memos, PowerPoint presentations, reports, proposals, etc.
  • Draft service line communications
  • Liaise with and support team as needed on process and execution of meeting materials
  • Manage administration of meetings and roundtables including issuing of invitations, documentation collation, agenda preparation, monitoring of attendance, circulation of agenda and pre-reading and minute taking
  • Contact point for pursuit documents
• General
  • Develop and maintain hard and soft filing systems in accordance with Records Management best practice guidance
  • Take ownership of phone enquiries, referring the client on to the appropriate team member who can assist where necessary
  • Ensure adequate logistics set up (phone, desk) for new Partners and starters in team and brief them on administration matters (i.e. required stationery, filing systems)
  • Order business cards and other supplies/gifts/flowers when appropriate
  • Take an active interest in own personal performance development, including initiating regular meetings with counsellor to discuss goals and work in general
  • Liaise and work with EAs in the team, and the broader EY network
  • Prepare payment requisition forms using the Payment Requisition Database, seeking the required approval/s for payment
  • Manage or coordinate small projects providing cost-effective solutions
  • Leverage strong working knowledge of applicable firm and service line quality, risk, and confidentiality policies and guidelines and reinforce with others
  • Proactively update clients on progress of administrative matters
  • Review work of and actively support junior or less experienced EAs

Qualifications

• Minimum Diploma or Private Secretarial Certificate with 5 to 6 years of relevant experience
• Proficiency in MS office applications
• Good command of written and spoken English
• Strong interpersonal and communication skills
• Ability to multi-task as well as work independently and under pressure
• Strong organizational skills and is also a team player
• Detail oriented and possess initiative