Title: Admin Support Assistant – Level 4 Director Support – Birmingham – FTC 6 months
Company:Ernst And Young
Location: GBR-Birmingham-Birmingham
Deadline:14/09/2013
The EY Help Business Support Centre (BSC) has an internal client base of approximately 4,000 managers, senior managers and level 4 directors based in UK and Ireland (UK&I) and Financial Services Organisation (FSO) for whom it provides administrative and organisational support.
Purpose of the role:
To provide dedicated administrative and organisational support to a portfolio of level 4 directors on an approximate ratio of 1:8.
Duties include diary management, travel arrangements, expense preparation, client database maintenance and include any ad hoc requests that may be presented to the team.
Typical activities:
* Proactively maintain and manage the directors constantly changing diaries, ensuring the most effective use of time. Organise all aspects of internal and external meetings, events and conferences and all related logistics
* Manage and organise associated travel and accommodation requirements, adhering to EY Travel Policy
* Act as first point of contact for internal and external clients and contacts via telephone (call handling) and e-mail
* Proactively build and develop internal and external networks of contacts with the wider BSC/EY community and build knowledge of key business matters in order to effectively identify and screen priorities
* Anticipate director workload and priorities in order to take ownership of internal and external queries and to proactively respond/action
* Prepare directors expenses on Global Time and Expense system (gT&E) in readiness for director to check and submit the claim
* Develop good knowledge of client handling teams and their secretaries
* Actively provide sales and target support by undertaking (as appropriate) necessary research for client meetings and by proactively updating InterAction with sales pipeline information which should be obtained from level 4 directors on a monthly basis
* Proactively update and maintain accurate entries on InterAction and relevant databases. Ensure that, where required, assistance is given in producing relevant reports from databases
* In directors absence from the office and when unable to access network, submit timesheets on behalf of director by proxy
* Work with colleagues in the BSC advisor team to provide service to wider team directors and covering for team members
* Contribute to wider BSC team or firm wide projects/initiatives, providing service to other level 4 directors as and when required
* Work effectively with wider BSC team to provide and obtain support to manage projects and peak work volumes.
* Coach BSC colleagues in areas of expertise
Skills and knowledge required
Essential:
* Strong administrative background with excellent customer services skills
* Extensive experience of email and diary management
* Experience of travel and accommodation organisation
* Experience of working at a senior/executive level
* Excellent interpersonal skills with ability to build good team relationships
* Excellent communication skills – both written and verbal
* Ability to work in busy team environment
* Strong organisational skills with ability to prioritise an often conflicting workload
* Ability to use initiative, problem solve and make appropriate recommendations
* High degree of accuracy and attention to detail in dealing with the most routine tasks
* Proficient in Word and Excel
Desirable:
* Experience of working in Ernst & Young or similar organisation
* Experience of Lotus Notes email and calendar
* Minimum typing speed of 55 wpm
Personal qualities:
* Professional, confident, credible, enthusiastic team player with a flexible, can do” attitude
* Professional attitude to dealing with highly confidential and sensitive information
* Excellent ambassador for Directors and respective technical team
* Ability to be calm under pressure
* Ability to adapt to a constantly changing and growing business environment
* Ability to form networks with staff at all levels and influence effectively
* Robust and resilient disposition
* A strong orientation towards the customer service industry, with knowledge and understanding of administrative services and their usage in support of client business goals
* Self motivated with ability to prioritise and execute tasks in a high pressured environment
* Proven analytical and problem solving ability
* Ability to work within a busy team environment
* Proven ability to quickly pick up technology
Who we are:
At Ernst & Young our inclusive work environment means that everyone’s opinion is valued. This enables us to provide better advice and ideas to our clients, which in turn helps you develop as an individual to achieve your potential and make a difference.
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