Virtual Executive Assistant
Ernst & Young
Taguig City, Philippines
As a Virtual Executive Assistant, you will provide remote support to senior executives of EY in the region you are designated to support. 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.
Job Functions:
Your primary role and responsibility is 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
• Customized Communications - Prepare or amend simple correspondences or documents using EY templates while adhering to the Firm's branding, collate and/or print documents for meetings, and transcribe short recordings of meetings
• Service Line-specific Tasks - Assist the executive on key Service Line objectives, processes, client deliverables and setting up IT tools
Job Requirements:
• Candidate must possess at least a Bachelor's/College Degree, any field (open to candidates with Vocational Degree or equivalent)
• Minimum of 2 years working experience specializing in Executive Assistance/Secretary/Admin Assistant or equivalent is preferred but not required
• Proficient in MS Office (Outlook, Excel, Word, and PowerPoint)
• Above average English communication skills, both written and spoken
• Possesses working knowledge of a variety of web-based tools
• Ability to handle multiple executives, priorities, and deadlines