Executive Assistant

Job description

  Diary Management — Provide support to the project team members on maintaining and managing key project meetings and the meeting location
·  Calendar Management — Maintaining project team’s calendar to showcase all key events that needs to be planned.
·  Meetings Management — Working closely with the project teams and other stakeholders in scheduling/organizing the meeting or conference call
·  Travel Management — Support the project team members in booking the travel ticket
·  Expense Management – Submit and track expenses for reimbursement, respond to inquiries as necessary
·  Workshop or Area visit Plan — Provide assistance in planning the agenda, for workshops/area visits by handling the logistics of stay, food and printing, etc.
·  Documentation — Recording the minutes of the meeting with clear emphasis on the key action points from the meeting. Maintaining the project database and SharePoint site to ensure all documentations are captured and organized for ease of access.
·  Training Management — Provide support in setting up training by sending out invites, enabling cut-off point for training sessions, issuing confirmations and/or offering alternative dates. Supplement delegates with correct pre-work and sessions
·  Tool Support and administration — Administrative support on various internal/external tools used across EY offices
·  Data Processing and administration — Data capture, processing and administration of business information
·  Transcription — Business Transcription of recorded meetings, events, conference, etc.

Job Responsibilities:

 

The primary role and responsibility of this position will be to work in a team environment and deliver ESS
and admin services including, but not limited to:

·  Diary Management — Provide support to the project team members on maintaining and managing key project meetings and the meeting location
·  Calendar Management — Maintaining project team’s calendar to showcase all key events that needs to be planned.
·  Meetings Management — Working closely with the project teams and other stakeholders in scheduling/organizing the meeting or conference call
·  Travel Management — Support the project team members in booking the travel ticket
·  Expense Management – Submit and track expenses for reimbursement, respond to inquiries as necessary
·  Workshop or Area visit Plan — Provide assistance in planning the agenda, for workshops/area visits by handling the logistics of stay, food and printing, etc.
·  Documentation — Recording the minutes of the meeting with clear emphasis on the key action points from the meeting. Maintaining the project database and SharePoint site to ensure all documentations are captured and organized for ease of access.
·  Training Management — Provide support in setting up training by sending out invites, enabling cut-off point for training sessions, issuing confirmations and/or offering alternative dates. Supplement delegates with correct pre-work and sessions
·  Tool Support and administration — Administrative support on various internal/external tools used across EY offices
·  Data Processing and administration — Data capture, processing and administration of business information
·  Transcription — Business Transcription of recorded meetings, events, conference, etc.

Job Requirements:

·  Candidate must possess at least a Bachelor's/College Degree , Business Studies/Administration/Management or equivalent.
·  At least 3 year(s) of working experience in the related field is required for this position.
·  Applicants must be willing to work in Makati.