Gds Executive Assistant Oceania

Gds Executive Assistant Oceania jobs in Taguig

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At EY, you'll have the chance to build a career as unique as you are, with the global scale, support, inclusive culture and technology to become the best version of you. And we're counting on your unique voice and perspective to help EY become even better, too. Join us and build an exceptional experience for yourself, and a better working world for all.

GDS Executive Assistant - Oceania

The opportunity
The opportunity: We are seeking Virtual Executive Assistants to join our team. You'll join our Administration & Workplace Services (AWS) team and you will provide comprehensive, quality administrative and support services for all of our EY member firms.

Your key responsibilities

As an office-based Virtual Executive Assistant, you will provide remote support to senior executives in Australia and New Zealand. You will deliver exceptional customer service supporting offshore executives in calendar and meeting management; email management; booking travel, accommodation and supporting other travel logistics; event management; completing expense reimbursements; client relationship management; documentation preparation and other administrative tasks as needed. You will work in a fast-paced environment with a supportive and dynamic virtual and local executive assistant team.

Your primary role and responsibility are to deliver proactive support and administrative services, including, but not limited to:

• Calendar/Meeting Management - Manage and coordinate diaries and schedules with internal and external stakeholders on behalf of the executive
• Email Management - Screen, respond to and/or action emails as necessary
• Travel Management - Arrange the flight and hotel accommodations of the executive, and other logistical requirements (VISA, transfers, etc.)
• Expense Management - Track and submit expenses for reimbursement or payment requisition and adhering to monthly deadlines
• Events Management - Assist in setting up the logistics (venue, catering, electronic equipment) of the event and coordination of invites and monitoring RSVPs
• Timesheet Management - Track, enter and submit the worked hours of the executive and adhering to weekly deadlines
• Telephone Management - Relay accurate and detailed messages, and action or transfer calls to the executive as required
• Client Relationship Management - Build relationships with clients and their EAs, update and maintain client lists using EY's database, and track information and report on clients and/or markets

Skills and attributes for success

• Proficient time management skills with an ability to prioritize workload (ability to plan ahead and anticipate problems).
• Confidence and ability to interact with clients and executives
• Excellent attention to detail
• Proactive and solutions focused
• Team player, supportive of colleagues
• Quality driven, consistently aiming for high standards
• Maintains strict discretion and confidentiality

To qualify for the role, you must have

• Candidate must possess at least a Bachelor\'s/College Degree, any field
• Minimum of 2 years working experience specializing in Executive Assistance/Secretary/Admin Assistant or equivalent is preferred but not required
• Customer Service experience working with multiple stakeholders
• Proficient in MS Office (Outlook, Excel, Word, and PowerPoint)
• Above average English communication skills, both written and spoken
• Ability to handle multiple executives, priorities and deadlines
• Open to work in an early morning shift

What working at EY offers

At EY, our Total Rewards package supports our commitment to creating a leading people culture - built on high-performance teaming - where everyone can achieve their potential and contribute to building a better working world for our people, our clients and our communities. It\'s one of the many reasons we repeatedly win awards for being a great place to work. We offer a comprehensive package including medical, pension, generous leave and other benefits as described.

About EY

As a global leader in assurance, tax, transaction and advisory services, we\'re using the finance products, expertise and systems we\'ve developed to build a better working world. This includes a culture that believes in giving you the training, opportunities and creative freedom to make things better. EY exists to build a better working world, helping to create long-term value for clients, people and society and build trust in the capital markets.

Note : This advertiser has chosen not to accept applicants from your region.

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Job Description

The key purpose of an Executive Assistant is to provide comprehensive support to high-level executives and ensure the smooth functioning of their daily operations. Acting as a gatekeeper, the Executive Assistant manages the executive\'s schedule, prioritizes appointments, and coordinates meetings, anticipating their needs and ensuring they have everything required for successful engagements. Additionally, they oversee the organization and flow of information, maintaining effective communication channels with various stakeholders, including internal teams, clients, and external partners. An Executive Assistant assists in preparing reports, presentations, and other relevant documents, ensuring accuracy and confidentiality. They are adept at problem-solving, collaborating with different departments, and handling sensitive and confidential information with the utmost discretion. Ultimately, an Executive Assistant plays a vital role in enhancing the productivity and effectiveness of executives, allowing them to focus on strategic decision-making and maintaining a well-organized and efficient work environment.

Responsibilities

• Provide Senior-Level executive administrative support.
• Schedule and manage calendars and travel arrangements across varying time zones including flight bookings, accommodations, securing ground transportation, and visa/permit requirements (if required).
• Draft and prepare Executive-Level correspondence including emails, presentations, reports, and any other miscellaneous correspondence on behalf of the executive team.
• Coordinate and prepare materials for meetings, such as agendas, minutes, and presentations, and ensure smooth logistics for internal and external meetings.
• Assist with the coordination of international and domestic marketing assets required for project launches and project marketing.
• Manage and reconcile expenses, including creating expense reports, tracking receipts, and submitting expense reports for reimbursement.
• Assist in planning and coordinating corporate events, conferences, retreats, and other special occasions.
• Conduct research, gather data, and prepare executive-level reports, documentation, and presentations.
• Organize and maintain documents and files ensuring ease of access and retrieval of information.
• Assisting with various special projects and assignments to support the executive\'s business objectives.
• Collaborate closely with the wider EA network globally and cover colleagues in the event of absence/workload challenges.
• Develop and maintain effective working relationships with clients (externally) and colleagues (internally).
• Adhoc duties but not limited to (i.e. arranging IT support, arranging signing of key documentation, assisting new joiners etc.).
• Safeguarding confidential information and maintaining strict confidentiality in handling sensitive matters.
• Build and maintain positive relationships with internal and external stakeholders.
• Be adaptable to changing priorities, urgencies, and last-minute requests while maintaining composure and professionalism.

To Apply you need to have

• Bachelor\'s degree or equivalent experience is strongly preferred.
• At least 2-3 years of executive assistant experience supporting high-level executive (In-Country, Regional, or Global)
• Proven ability to handle confidential information discreetly in a diplomatic manner.
• Some experience in design and marketing is essential.
• Unflappable, flexible, and can overcome a learning curve quickly.
• Extremely strong communication skills on multiple platforms and mediums (email, text, in-person, video calls, etc.).
• Excellent presentation skills with familiarity in InDesign, Canva and Eloqua is an advantage.
• Tech savvy and familiar with working in the Microsoft Office suite, Adobe Acrobat and/or Bluebeam, Webex, Zoom, etc.
• Ability to work across multiple time zones.

Location:

On-site –Taguig, Philippines

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