Executive Secretary - Saudi National

Job description / Role

Purpose: Provide exceptional and extensive executive level administrative support to Partners, Principals and Executive Directors (PPEDs) on a ratio of 1:3/1:4. This role holds strong knowledge and understanding of the firm’s processes, tools and specialized needs. Delivering services in a proactive, collaborative, and cost-effective manner, reflecting an active knowledge-sharing culture.

Main Role and Responsibilities

Diary Management
• Manage and coordinate the diaries of the PPED group
• Use judgement in scheduling of internal/external appointments and meetings (determine purpose, minimum time required, best time zones, etc.)
• Add, reschedule and cancel calendar entries as requested
• Assist in monitoring meeting attendance, taking ownership to ensure enquiries and issues are appropriately delegated and effectively resolved

E-mail Management
• Manage e-mails/communications taking appropriate action, escalating or delegating accordingly
• Sort, save, review and send e-mails, referring to the relevant PPED when necessary
• Act as a knowledge resource in the use of Microsoft Office and firm sponsored applications
• Prepare list of action items and issues, referring to relevant team as appropriate

Telephone/Call Management
• Represent the Firm’s professional standards when answering telephone calls
• Relay accurate and detailed messages, transfer calls and/or action where appropriate
• Take ownership of enquiries, referring the client to the appropriate team member
• Arrange logistics for all conference calls; dial in details/codes, time zone differences, monitor meeting acceptance and follow up accordingly

Timesheets and Expenses
• Prepare expense claims using gT&E, seeking required approval for payment and adhering to Accounts Payable deadlines
• Prepare and submit timesheets using gT&E on a weekly basis/timely manner, ensuring that deadlines are met
• Monitor timesheets and expense claims compliance

Travel Management
• Arrange and coordinate travel bookings in line with travel and expense policy; (bookings, visas, conveyance, etc.)
• Prepare travel itineraries, research and consider reasonable cost effective alternatives
• Track and record all travel costs as needed/requested

Requirements

Relationship Management and Client Service Support
• Maintain internal/external networks
• Compile, update and maintain client mailing lists using Client Relationship Management (CRM) tool
• Greet visitors, manage their itineraries and meeting logistics, where applicable
• Assist in managing and planning events, ensuring compliance with local policies and procedures
• Look up and track information on clients and/or markets using Interaction tool

Customised Communications
• Proofread and check communications; including grammatical and spelling errors
• Assist in preparing and amending correspondence/documents using EY standard templates, firm branding and guidance e.g. letters, faxes, memos, etc.
• Assist in the administration of meetings including document collation, agenda and minutes preparation and circulation

General
• Develop and maintain hard/soft filing systems
• Familiar with the firm's policies and procedures, SL quality, risk and confidentiality guidelines
• Proactively support and update clients on work progress and administrative matters
• Provide ad hoc support to portfolio as requested and required
• Maintain and update Partner details and information on internal systems
• Provide cover during absences as appropriate
• Order business cards and stationery

The job description is intended as a guide to reflect the principal purpose of the job/role. It is not an all-inclusive listing of the required responsibilities as these may vary slightly from one location to another. The position holder will perform other responsibilities and tasks as required to achieve the agreed performance outcomes.

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