Job Title: Executive Coordinator to National Accounts Leader
Location: AB-Calgary
Organization:Ernst& Young
Deadline:ASAP
EY’s people in more than 140 countries are committed to operating with integrity, quality and professionalism in the provision of audit, tax and transaction advisory services. We strive to help all of our people achieve their professional and personal goals through an inclusive environment that values everyone’s contributions, appreciates diversity of thought, fosters growth, and provides continuous opportunities for development. Recognized as one of Canada’s top employers, EY continually strives to be a great place to work.
Job Summary:
This Executive Coordinator performs high-level administrative support to the National Accounts Leader who is also a member of the Canadian’s Firm’s executive committee.
This individual exhibits exceptional interpersonal skills (including oral and written communication) and handles personal contacts with finesse and diplomacy. The incumbent must be highly motivated and enthusiastic with exceptional organizational and time management skills demonstrating the ability to use own initiative and work independently. He/she exercises considerable discretion and independent judgment and relieves the top executive of administrative tasks directly related to management policies or business operations of the firm. This professional is a team player/role model who promotes teamwork, cooperation and communication amongst team members.
Responsibilities:
Document Preparation & Management: Formats and edits letters, memos, reports and presentations from draft stage to client-ready work. Uses independent judgment to compose general, non-technical business documents. Is privy to, and must protect, higher-level confidential materials. Follows an organized filing/document management process for electronic and paper documents.
Time and Calendar Management: Establishes a systematic method for self and others to track time commitments and the completion of tasks. Independently manages tax leader’s calendar by scheduling appointments, anticipating needs, changing and rearranging meetings as appropriate.
Meeting Coordination:
With minimal to no guidance, coordinates and makes arrangements for on-site and external conferences, meetings and events. Assumes full project management/coordination for logistics of large internal and external conferences, meetings and events (e.g., communication, location, meals, equipment, materials, RSVPs, and travel). Attends on-site at venue to confirm logistical arrangements, as needed.
Travel Planning:
Coordinates cost-effective and sometimes complex domestic and international travel arrangements and itineraries.
Client Relationship Management:
Regularly meets with accounts leader to obtain a strong understanding of their needs.
Financial Management Support:
Has in-depth knowledge of, and performs tasks supporting the client engagement management process including, understanding of independence regulations, using appropriate tools to open client and engagement codes and ensures compliance of time and expense tracking/reporting.
Billings:
Assists tax leader with client billings by liaising with the financial management group to process Work in Process (WIP) system reports, tracking expenses, drafting and finalizing invoices, time transfers and relieving WIPOthers duties as required.
Analytical/Decision Making Responsibilities:
Calendar Management – decides which meeting requests to accept, decline and reschedule
Meeting/Event coordination –food/beverage requirements, equipment, room set-up
Power Point – works with little to no direction to produce “client ready” presentations
Restaurant reservations – all logistics
Multi-tasking – deals with multiple demands
Prioritizes workload
Calendar entry– resolves conflicts
Urgency of matters – in order to determine whether accounts leader should be interrupted
Knowledge and Skills Requirements:
Proficiency in Word, Excel, PowerPoint, with an aptitude to learn standard firm software and other relevant applicants and technical/office equipment at an advanced level
Exceptional administrative skills and strong focus on attention to detail
General understanding of financial principles as it relates to the billing of chargeable time
Ability to work and multi-task in a fast paced environment, taking responsibility for client service demonstrating the ability to follow up and follow through
Ability to readily adapt to changes in working environment and help others adjust
Mindset for continuous improvement – streamlines work processes and share results with others
Ability to work, cooperate and communicate with others
Sound judgment regarding confidential and sensitive matters
Highly motivated, proactive and enthusiastic team player
Requirements:
Education:Post-secondary education (preferred)
Experience:5-10 years related experience in an administrative role/environment preferred
EY is committed to diversity and equity.
Click HERE to Apply Online
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