Executive Secretary

Job description / Role

Job Title: Executive Secretary

Role Objective:
To provide secretarial and administrative assistance to a portfolio of Partners and Directors (PPEDs) on a ratio of 1:3-4. Duties include comprehensive secretarial and administrative assistance required by Executives (PPEDs). Also to provide procurement related support to the to Regional Procurement Manager – MENA.

Key Responsibilities:

Operational

Scheduling and diary management
Manage the diaries of Executives by adding and editing calendar items, proactively identifying and resolving any potential conflicts, and updating the relevant individual of any changes
Use judgment when scheduling meetings with clients/staff; determine purpose and minimum time required
Arrange conference calls, meetings, lunches and dinners as required
Add and edit calendar items as requested,
Facilitate face-to-face meetings (room booking, catering, equipment, etc.) as well as video-conference calls with both internal resources and external clients, ensuring that all necessary details are sent to appropriate participants
Organize same-time meetings with internal resources, ensuring that all necessary details are sent to appropriate participants
Ensure all documents are prepared ahead of meetings as necessary (collate, bind and print documents as requested)
Meet and greet clients and EMEIA colleagues and organize adequate facilitate their when required
Attend EMEIA meetings to act as point of contact
Produce meeting agendas, minute of meetings and follow up on action points with relevant team members

Communications and Networks

Screen phone calls and messages, sort post and e-mails for the portfolio of Executives and prepare a list of action items and issues, referring to the relevant portfolio member when necessary
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 other Executive Secretaries (ESs) within the team and the entire EY network across MENA, EMEIA and globally.
Travel and accommodation
Arrange travel using EY’s online booking tool in alignment with EY’s Global travel policy
Prepare travel itineraries including transfers and visas as appropriate
Greet visitors and manage their visit itinerary
Time and expense reporting
Prepare and submit timesheets on a weekly basis
Submit expense claims on a timely manner and in line with EY policy
Document support
Amend non-complex documents/client correspondence (i.e., simple Word or PowerPoint with limited graphics or charts)

Meeting Support

Prepare, amend and progress presentations
Manage administrative aspects of group/ team meetings
General Administrative Support
Maintain a hard and soft filing system
Develop protocols and maintain information for key administrative matters related to the client portfolio and others as needed
Maintain the client database (Interaction) updating contacts and other associated tasks on a regular basis as required
Provide ad hoc support for portfolio on projects as requested
Support visitors as and when required

MENA Procurement Support

Select venues for MENA L&D and Marketing events
Report to Regional Procurement Manager – MENA
Select venues according to the Middle East meetings & event guidelines document
Liaise with event organisers:
Agree short list of hotels to be approached
Review proposals received including draft contracts/T&Cs
Forward proposals and cost comparison spreadsheet to organisers
Finalise selection of hotel
Arrange for contract signature & letter of guarantee or LPO as required
Review proposals/cost comparisons with RPM and follow up agreed actions
Update Dubai events spreadsheet with summary of proposals
Charge time spent on this activity to Global Procurement Products & Services
Undertake site visits as requested

People

Provide support to other members during busy periods and in case of varying workload

Key interactions
Internal
Ernst & Young staff and executives
Executive Secretaries
Facilities management team
Regional Procurement Manager – MENA

External
Local hotels and concierge services
Clients contacts
Travel Agents
Local vendors

Requirements

Qualifications and experience

Qualifications and experience - Bachelor’s Degree in any discipline

Experience

A minimum of 5-7 years of experience of working as an Executive Secretary supporting a portfolio of senior leaders in a fast-paced corporate environment
Copy and audio typing 50wpm+, together with an advanced knowledge of Word and intermediate/advanced PowerPoint and Excel is necessary
General e-mail knowledge/experience is an advantage
Exposure of working within a multi-national multi-cultural corporate environment
Experience of working at a professional service partnership is an advantage

Skills

Polished communication skills, including an excellent standard of written and spoken English
Exceptional organization skills, with an ability to priorities an often conflicting workload
The ability to plan ahead and anticipate potential problems
The confidence to use their own judgment to proactively make decisions as and when required
The confidence and ability to interact with senior staff and client executives
A flexible professional approach and strong interpersonal skills
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

Who we are

At Ernst & Young we support you in achieving your unique potential both personally and professionally. We give you stretching and rewarding experiences that keep you motivated, working in an atmosphere of integrity and teaming with some of the world's most successful companies. And while we encourage you to take personal responsibility for your career, we support you in your professional development in every way we can. You enjoy the flexibility to devote time to what matters to you, in your business and personal lives. At Ernst & Young you can be who you are and express your point of view, energy and enthusiasm, wherever you are in the world. It's how you make a difference.

About the Company

EY is a global leader in assurance, tax, transaction and advisory services. The insights and quality services we deliver help build trust and confidence in the capital markets and in economies the world over. We develop outstanding leaders who team to deliver on our promises to all of our stakeholders. In so doing, we play a critical role in building a better working world for our people, for our clients and for our communities.

EY refers to the global organization, and may refer to one or more, of the member firms of Ernst & Young Global Limited, each of which is a separate legal entity. Ernst & Young Global Limited, a UK company limited by guarantee, does not provide services to clients. Information about how EY collects and uses personal data and a description of the rights individuals have under data protection legislation are available on our site.

The MENA practice of EY has been operating in the region since 1923. For over 95 years, we have grown to over 7,500 people united across 21 offices and 16 countries, sharing the same values and an unwavering commitment to quality. As an organization, we continue to develop outstanding leaders who deliver exceptional services to our clients and who contribute to our communities. We are proud of our accomplishments over the years, reaffirming our position as the largest and most established professional services organization in the region