Personal Assistant - JHB at Ernst & Young Global Limited (EY)

Key Responsibilities

Relationship management

• Act as an ambassador and first point of contact for allocated Partners/Associate Partners.
• Develop and maintain internal and external networks, building knowledge of key client handling teams and issues to effectively identify and communicate priorities.
• Build strong relationships with clients and their PA’s identifying opportunities to enhance EY’s reputation.
• Build and maintain strong relationships with other stakeholders across SLs, Sectors, Fields of Play (FOP), Africa clusters and EMEIA. This should also include alliance partners, ecosystem partners, contractors, third party entities, regulators, professional bodies, and other related stakeholders.
• Enable people engagement, wellness, and teaming activities.

Diary and meeting management

• Provide comprehensive diary management in consultation with your Partners/Associate Partners.
• Proactively monitor meeting attendance, taking ownership to ensure enquiries and issues are appropriately delegated and resolved effectively.
• Facilitate all logistical arrangements and ensure all documentation is prepared in advance of meetings – with oversight from the relevant partner/associate partner/manager.
• Maintain adequate level of minutes appropriate to the nature of the meeting including actions arising.

Travel management

• Proactive itinerary planning, researching and considering reasonable alternative cost-effective travel relating to flights, accommodation, ground transportation, forex, meals, including the end-to-end visa process as well as travel readiness e.g. vaccinations and travel time zones.
• Maximise cost reduction opportunities, utilising preferred travel provider in line with travel and expenses policy, as well as the latest delegation of authority framework.
• Synchronise and coordinate travel with other team members where applicable, considering a cost optimisation mindset.
• Ensure proactive and responsive action when changes to travel are required.
• Work closely with EY appointed service providers on all travel related matters.

Communication management

• Act as a central point of contact, monitor emails, post, calls and electronic messaging prioritising appropriate action, escalating or delegating accordingly.
• Follow up timeously on pending actions arising from meetings, email communication, Teams requests, as well as other informal requests from the relevant partner/associate partner.
• Proactive communication of applicable charge codes to be used for approved internal events, training etc

Events Coordination

• Project manage events that only require internal bookings of rooms, catering and attendance management.
• Ensure compliance with policies, procedures and established practices, which must also be fully aligned with pre-approved budgets.
• Work with facilities to confirm logistical arrangements and attend events as required, proactively ensuring relevant material, equipment and documentation are available as required at the event as approved by the relevant Partner/Associate Partner/Manager.
• Manage annual approved budgets in consultation with the Partner/ Associate Partner/Manager.
• Obtain feedback on events to identify areas for future improvement.

Time and expense management

• Prepare and submit timesheets delegated by the relevant partner/associate partner.
• Collate and submit expenses ensuring compliance with policy and approval process.
• Proactive and timely execution of all timesheet and expense queries.
• Reconcile credit card/bank statements with receipts as appropriate.

Specific administrative support

• Maintain and update client contact and relationship databases.
• Meet and greet visitors to EY offices.
• Facilitate BRIDGE submissions – internal non-client facing
• Vendor Invoice Management – internal non-client facing
• Manage and maintain business critical documentation on appropriate inhouse systems including Docusign
• Coordinate and facilitate quality and independence related actions e.g. GMS updates, Peer reviews, AQRs etc
• Load external and internal training/CPD hours
• Provide concierge services to clients and visitors to EY offices.
• Support partner/associate partner to maintain all social media platforms and manage digital marketing as required
• Provide backup support for colleagues during leave or approved absences, as appropriate.
• Stationery maintenance

 Experience and skills required

• Experience in a corporate professional services environment is preferred.
• The confidence to engage with senior/high profile contacts and clients and their teams.
• Attention to detail and ownership for the delivery of high quality work.
• Ability to build relationships across diverse teams both locally and globally.
• Ability to work as part of a team, ensuring seamless service to the firm and clients.
• Confident approach to administration and agile to different Partner expectations
• The ability to plan ahead and anticipate potential problems.
• Strong problem-solving skills and the ability to work independently and make sound decisions.
• Strong organisational skills with ability to prioritise a busy and often conflicting workload.
• A flexible and professional approach, remaining calm under pressure.
• Knowledge of time zones and best means of travel between multinational locations.
• Broad knowledge of Microsoft Office packages.