Executive Assistant

EY; Singapore; On-site; SGD 50,000 - 70,000; Full time

Job summary

A global consulting firm in Singapore is seeking an Executive Assistant to provide high-level support to Partners. The role involves diary management, email coordination, travel arrangements, and relationship management. Candidates should have a diploma and 5 to 6 years of experience, with proficiency in MS Office and strong communication skills. This position offers the chance to develop skills in a collaborative environment, supporting crucial business connections and ensuring smooth operations.

Qualifications

• 5 to 6 years of relevant experience required.
• Good command of written and spoken English.
• Strong interpersonal and communication skills.

Responsibilities

• Manage and coordinate the diaries of 2‑3 Partners.
• Prepare expense claims and timesheets.
• Arrange and coordinate travel bookings.

Skills

Business communication

Interpersonal skills

Organizational skills

Detail-oriented

Ability to multi-task

Education

Diploma or Private Secretarial Certificate

Tools

MS Office

Job description

At EY, we’re all in to shape your future with confidence. We’ll help you succeed in a globally connected powerhouse of diverse teams and take your career wherever you want it to go. Join EY and help to build a better working world.

We’re looking for a Executive Assistant to join our team. As an Executive Assistant, you’ll develop your skills by providing support services to some of Australia's largest organisations. Your experience in business communication will help you to build effective relationships with important stakeholders and senior leaders. You’ll have autonomy and clear responsibilities, working in our friendly, collaborative environment. Your talents will be respected and you’ll be supported in developing the career path you choose.

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
• Email management
  • Inbox 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 (e.g. 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 firm‑wide policy and tools, arrange and coordinate travel bookings, seeking the required approvals 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 onto 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 approvals 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 organisational skills and is also a team player
• Detail‑oriented and possess initiative

EY | Building a better working world

EY is building a better working world by creating new value for clients, people, society and the planet, while building trust in capital markets.

Enabled by data, AI and advanced technology, EY teams help clients shape the future with confidence and develop answers for the most pressing issues of today and tomorrow.

EY teams work across a full spectrum of services in assurance, consulting, tax, strategy and transactions. Fueled by sector insights, a globally connected, multi‑disciplinary network and diverse ecosystem partners, EY teams can provide services in more than 150 countries and territories.