Executive Assistant

About the Role

Join EY in Singapore as an Executive Assistant and play a pivotal role in supporting senior leadership within a dynamic, multicultural organization. EY commits to empowering your professional growth while fostering a collaborative and friendly work environment. You will be entrusted with significant responsibilities and autonomy to help streamline operations and build strong stakeholder relationships.

Key Responsibilities

• Manage calendars for 2-3 Partners, coordinating appointments and meetings, including international virtual sessions, with careful judgment on timing and purpose.
• Oversee email inboxes by screening, responding to, and acting on incoming communications; provide backup email support during absences or peak times.
• Employ expertise in Lotus Notes and firm-supported technology devices as a resource for the team.
• Maintain timesheets and expense reports, preparing claims punctually to avoid late payments; submit timesheets weekly for self and department coordination.
• Arrange and organize travel bookings aligned with company policies, prepare detailed multi-leg itineraries, track travel expenses, and assist with procurement of passports and visas.
• Support client relationship management by organizing client visits and events; cultivate relationships with clients and their assistants; maintain updated marketing information and client mailing lists using CRM software; research market data using tools like Factiva.
• Design customized communications and materials for meetings, including memos, letters, presentations, and proposals, adhering to EY brand standards.
• Coordinate and support internal meetings and roundtables, handling invitations, agenda management, documentation, attendance tracking, and minute taking.
• Act as primary contact for pursuit documentation and maintain robust filing systems following best record management practices.
• Handle phone inquiries efficiently, directing clients appropriately; manage logistics for new team members including workspace setup and administrative briefing.
• Order business cards, office supplies, and gifts as necessary; prepare payment requisition forms and ensure approvals.
• Lead or assist small projects with cost-effective solutions, promoting adherence to firm quality, risk, and confidentiality guidelines.
• Provide guidance and support to junior or less experienced Executive Assistants within the team.

Qualifications and Skills

• Diploma or Private Secretarial Certificate required, complemented by 5 to 6 years of relevant experience.
• Proficient in Microsoft Office suite applications.
• Excellent written and spoken English communication skills.
• Strong interpersonal abilities to interact effectively with various stakeholders.
• Capable of multitasking, working independently, and managing pressure efficiently.
• Highly organized, detail-focused, proactive, and a collaborative team player.

Additional Information

EY is actively building a better working world by generating new value for clients, employees, society, and the environment. Utilizing data, artificial intelligence, and advanced technologies, EY supports clients worldwide across assurance, consulting, tax, strategy, and transaction services. Their global presence includes more than 150 countries and territories, delivering comprehensive sector insights and collaborative solutions.