Ref: NP946-175

Job description / Role

Employment: Full Time

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

• 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

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

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Executive Secretary salaries in Saudi Arabia

Average monthly compensation
SAR 6,500

Breakdown available for industries, cities and years of experience