Executive Assistant- Jamaica

Executive Assistant - Jamaica

At EY, you’ll have the chance to build a career as unique as you are, with the global scale, support, inclusive culture and technology to become the best version of you. You will experience on-going professional development through diverse experiences, world-class learning, and individually tailored coaching. That’s how we develop outstanding leaders who team to deliver on our promises to all our stakeholders, and in so doing, play a critical role in building a better working world for our people, for our clients and for our communities.

The Opportunity

EY Jamaica is offering exceptional career opportunities for an Executive Assistant. The Executive Assistant (EA) provides diversified administrative support to the Government and Public Sector engagement teams and may also provide administrative support to partners or directors.

The EA uses experience, skills, and knowledge and maintains a current understanding of organizational policies, procedures, and practices. The EA may also collect, compile, and analyse moderately complex data; and may coordinate projects and deadlines directly or through others. 

Key Responsibilities:

• Coordinate operations and financial and risk management administration.
• Coordinating project-related expenditures, which involves assisting with travel bookings, assisting with managing vendor relationships, coordinating with other admin teams including travel desk, travel agents, and other stakeholders.
• Assisting with engagement billing to the client, encompassing both professional time and reimbursable expenses.
• Responsible for structure and organisation and support with securing documentation related to reimbursable invoicing- including receipts, proof of payments and other relevant invoice support documentation.
• Ensuring timely maintenance and collation and submission of engagement records, including firm and subcontractor timesheets, task orders, contracts, and other sub-contractor records.
• Supporting and coordinating subcontractors’ processes, including contracting processes where applicable, and project-related records, travel, invoicing, and payment.
• Assisting the engagement team with review of the engagement code and expenses allocations to the code as required.
• Assisting with QRM requirements where required, to manage subcontractor relationships, including Bridge, ABC, contract renewals, etc., and supporting other engagement QRM items.
• Assisting with formatting/editing letters, reports, and other documents from draft to the client-ready stage; become knowledgeable of firm mailing/delivery processes.
• Maintaining documents on appropriate file servers and repositories, learn and adhere to EY records retention policies.
• Proactively developing relationships with key internal/external client contacts, gaining recognition as a team resource.
• Effectively assist with project plans for small project teams in local and virtual team settings.
• Collaborate with colleagues to determine and recommend the most cost-effective solutions for completing tasks. Apply and share knowledge obtained about work processes, resources, structure, and business of the firm/service line/functional group.
• Develop and demonstrate solid knowledge and support of firmwide and service line-specific tools, processes, and databases such as Global Tool for Acceptance (GTAC), Global Accounting and Auditing Information Tool (GAAIT), Tax Practice Guidance & Tool (TPG&T), eDocs, and internal accounting tools, e.g., Mercury One Gate.
• Effectively use the firm’s core technology applications, including MS Word, Excel, PowerPoint, and Outlook. May also be considered a knowledge resource in one or more of these programs and be requested to train others who are less skilled.

Analytical/Decision-Making Responsibilities:

• Solve straight-forward to moderately complex problems and resolve issues under general supervision
• Use appropriate judgment and knowledge of firm policies in sharing sensitive information
• Handle administrative details and routine issues independently and assume responsibility for quality and timeliness of completion
• Proactively notify appropriate EY individuals of issues regarding quality, confidentiality, or risk matters

Knowledge and Skills Requirements:

• Effective interpersonal and communication skills (verbal and written); able to interface with personnel at all levels
• Skilful attention to detail and self-assurance of the quality of work performed
• Collaborate with colleagues to understand client needs and requirements, including working with virtual teams
• Proactively leverage and share knowledge with colleagues
• Anticipate and proactively respond to changing situations. Encourage and enable others to do the same
• Effectively manage conflicting priorities, organize workflow, and team with colleagues to accomplish tasks and balance workloads
• Develop and demonstrate a solid working knowledge of firm structure, service lines, key personnel, and organizational policies and procedures
• Display working proficiency in automated calendar management tools.

Supervision Responsibilities:

• Receive limited supervision, more often work independently

Other Requirements:

• Flexible to work overtime as required.

Qualification & Experience:

• Associate's degree in a related discipline or equivalent work experience
• 4+ years of related experience

What we offer

As a member of the EY family, you will have the opportunity for:

• Continuous learning: You’ll develop the mindset and skills to navigate whatever comes next.
• Success as defined by you: We’ll provide the tools and flexibility, so you can make a meaningful impact, your way.
• Transformative leadership: We’ll give you the insights, coaching and confidence to be the leader the world needs.
• Diverse and inclusive culture: You’ll be embraced for who you are and empowered to use your voice to help others find theirs.

The exceptional EY experience. It’s yours to build.

EY | Building a better working world 

EY exists to build a better working world, helping to create long-term value for clients, people and society and build trust in the capital markets.  

Enabled by data and technology, diverse EY teams in over 150 countries provide trust through assurance and help clients grow, transform and operate.  

Working across assurance, consulting, law, strategy, tax and transactions, EY teams ask better questions to find new answers for the complex issues facing our world today.