Executive Secretary - Transferable Iqama

Provide exceptional and extensive executive level administrative support to Partners, Principals and Executive Directors (PPEDs) on a ratio of 1:3/1:4. This role holds strong knowledge and understanding of the firm’s processes, tools and specialized needs. Delivering services in a proactive, collaborative, and cost-effective manner, reflecting an active knowledge-sharing culture.
Main Role and Responsibilities

Diary Management

·       Manage and coordinate the diaries of the PPED group
·       Use judgement in scheduling of internal/external appointments and meetings (determine purpose, minimum time required, best time zones, etc.)
·       Add, reschedule and cancel calendar entries as requested
·       Assist in monitoring meeting attendance, taking ownership to ensure enquiries and issues are appropriately delegated and effectively resolved
E-mail Management

·       Manage e-mails/communications taking appropriate action, escalating or delegating accordingly
·       Sort, save, review and send e-mails, referring to the relevant PPED when necessary
·       Act as a knowledge resource in the use of Microsoft Office  and firm sponsored applications
·       Prepare list of action items and issues, referring to relevant team as appropriate
Telephone/Call Management

·       Represent the Firm’s professional standards when answering telephone calls
·       Relay accurate and detailed messages, transfer calls and/or action where appropriate
·       Take ownership of enquiries, referring the client to the appropriate team member
·       Arrange logistics for all conference calls; dial in details/codes, time zone differences, monitor meeting acceptance and follow up accordingly
Timesheets and Expenses

·       Prepare expense claims using gT&E, seeking required approval for payment and adhering to Accounts Payable deadlines
·       Prepare and submit timesheets using gT&E on a weekly basis/timely manner, ensuring that deadlines are met
·       Monitor timesheets and expense claims compliance



Travel Management             

·       Arrange and coordinate travel bookings in line with travel and expense policy; (bookings, visas, conveyance, etc.)
·       Prepare travel itineraries, research and consider reasonable cost effective alternatives
·       Track and record all travel costs as needed/requested

Requirements
Provide exceptional and extensive executive level administrative support to Partners, Principals and Executive Directors (PPEDs) on a ratio of 1:3/1:4. This role holds strong knowledge and understanding of the firm’s processes, tools and specialized needs. Delivering services in a proactive, collaborative, and cost-effective manner, reflecting an active knowledge-sharing culture.
Main Role and Responsibilities

Diary Management

·       Manage and coordinate the diaries of the PPED group
·       Use judgement in scheduling of internal/external appointments and meetings (determine purpose, minimum time required, best time zones, etc.)
·       Add, reschedule and cancel calendar entries as requested
·       Assist in monitoring meeting attendance, taking ownership to ensure enquiries and issues are appropriately delegated and effectively resolved
E-mail Management

·       Manage e-mails/communications taking appropriate action, escalating or delegating accordingly
·       Sort, save, review and send e-mails, referring to the relevant PPED when necessary
·       Act as a knowledge resource in the use of Microsoft Office  and firm sponsored applications
·       Prepare list of action items and issues, referring to relevant team as appropriate
Telephone/Call Management

·       Represent the Firm’s professional standards when answering telephone calls
·       Relay accurate and detailed messages, transfer calls and/or action where appropriate
·       Take ownership of enquiries, referring the client to the appropriate team member
·       Arrange logistics for all conference calls; dial in details/codes, time zone differences, monitor meeting acceptance and follow up accordingly
Timesheets and Expenses

·       Prepare expense claims using gT&E, seeking required approval for payment and adhering to Accounts Payable deadlines
·       Prepare and submit timesheets using gT&E on a weekly basis/timely manner, ensuring that deadlines are met
·       Monitor timesheets and expense claims compliance



Travel Management             

·       Arrange and coordinate travel bookings in line with travel and expense policy; (bookings, visas, conveyance, etc.)
·       Prepare travel itineraries, research and consider reasonable cost effective alternatives
·       Track and record all travel costs as needed/requested

About the Company
EY is a global leader in assurance, tax, transactions and advisory services. Our 167,000 people are united by our shared values, which inspire our people worldwide and guide them to do the right thing, and our commitment to quality, which is embedded in who we are and everything we do.

EY is committed to doing its part in building a better working world for our people, for our clients and for our communities.