EA Singapore (Associate)

EA Singapore (Associate)

EYA GTH Manila Inc
5-6 years
Not Specified

Job Description

Position Virtual Executive Assistant to support EY Singapore Office
Rank Associate
Service Line Core Business Services
Sub-Service Line Enterprise Support Services
Team Allocated Support
Overall Position Purpose
The assigned virtual Executive Assistant will provide exceptional administrative support to both CBS and client-serving Partners, Executive Directors, and Directors (including SM4s), based on a strong knowledge of firm processes, tools, and specialized needs of each service line, delivered in a proactive, collaborative and cost-effective manner, reflecting an active knowledge-sharing culture. You will work in a fast-paced environment, servicing 3-to 4 senior executives in a diversified environment with a supportive and dynamic virtual and local executive assistant team.
Major Responsibilities/Duties
Diary management
  • Manage and coordinate the diaries of the portfolio group
  • Use judgment in the scheduling of meetings - determine the purpose, minimum time required, and best time zones for international virtual meetings
  • Schedule external and internal appointments/meetings
  • Schedule conference calls via Microsoft Teams meetings and videoconference platforms
  • Add/edit calendar items as requested

Email management
  • In-box management: screen emails, respond and/or action as necessary
  • Sort / review / file / delete emails
  • Act as a knowledge resource in the use of Outlook management and firm-sponsored technology devices
  • Email management/coverage for other clients upon request (eg short-term absences/peak periods)
  • Prepare an action list of action items and issues, referring to relevant team members when appropriate

Telephone / call management
  • Represent EY's professional standards when answering telephone/Teams calls
  • Relay accurate and detailed messages, transfer calls and/or action where appropriate
  • Take ownership of inquiries, referring the client to the appropriate team member who can assist where necessary

Timesheets and expenses
  • Prepare expense claims using Mercury, adhering to Accounts Payable deadlines to eliminate late fees
  • Prepare timesheets using Mercury every week for self and/or PEDD, ensuring that the deadline is met

  • Adhering to firmwide policy and tools, arrange and coordinate travel bookings, seeking the required approval/s before booking
  • Prepare travel itineraries for each trip, including multi-leg
  • Ensure traveler is Travel Ready (ART/PCR etc requirements and check pandemic protocols)
  • Track and record all travel costs as needed or requested
  • Research, assist in obtaining passports, visas, etc.
  • Liaise with local support in submission of visa applications

Relationship management and client services support
  • Organize client visits and events as required
  • Source for food caterers and gifts for events, venues and meeting room bookings
  • Actively build and develop both internal and external relationships with clients and local EAs
  • Ensure marketing information is available
  • Compile, update and maintain client mailing lists using Opportunity in Mercury
  • Look up or track information on clients and or markets via Factiva
  • Present market information to PEDD and engagement teams as required

Customized 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 as needed
  • Liaise with the local team and be virtual support on the 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

  • Develop and maintain soft filing systems and liaise with the local team for the hard copy filing by Records Management best practice guidance
  • Ensure adequate logistics set up (desk, business cards, etc) for new Partners and starters in the team and brief them on administration matters (i.e. required stationery, filing systems)
  • Order business cards (online requisition) and other supplies/gifts/flowers when appropriate
  • Take an active interest in own personal performance development via LEAD, including initiating regular meetings with the counselor to discuss goals and work in general
  • Liaise and work with EAs in the team both virtual and local, other ESS team members, and the broader EY network
  • Prepare payment requisition forms using the Payment Requisition Database/Mercury, seeking the required approval/s for payment
  • Manage or coordinate small projects providing cost-effective solutions
  • Leverage strong working knowledge of the applicable firm and service line quality, risk, and confidentiality policies and guidelines and reinforce with others
  • Proactively update clients on the progress of administrative matters
  • Work seamlessly with other ESS and CBS functions
  • Review work of and actively support junior or less experienced EAs
  • Assist with DocuSign & GEAR

Performance Measurements (Optional for GDS as GDS Team might have its Performance Measurements)
  • Performance as assessed against a defined set of goals that align with ESS strategy, created annually, reviewed quarterly, and assessed annually
  • Successful execution of agreed tasks and projects
  • Positive verbal and written feedback from a stakeholders group

Job Requirements and additional Skills and attributes for success
  • Leverage strong working knowledge of the applicable firm and service line quality, risk, and confidentiality policies and guidelines and reinforce with others
  • Proactively update clients on the progress of administrative matters
  • Good command of written and spoken English
  • Strong interpersonal and communication skills
  • Proficiency in MS office applications
  • Ability to multi-task as well as work independently and under pressure
  • Should be able to work in a diversified environment
  • Strong organizational skills and is also a team player
  • Detail oriented and possess initiative
  • Willing to work in McKinley Hill, Taguig
  • Amenable to flexible working hours

To qualify for the role you must have
  • Minimum Diploma or Private Secretarial Certificate with 5 to 6 years of relevant experience

Ideally, you'll also have
  • Prior working experience in global professional services organization or mid-tier firms

What we look for
Highly motivated individuals with excellent problem-solving skills and the ability to prioritize shifting workloads in a rapidly changing industry. An effective communicator, you'll be a confident team player that collaborates with people from various teams while looking to develop your career in a dynamic organization.

Job Details

Employment Types:



Job Source : careers.ey.com

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