Executive Assistant Senior Associate (Japanese Speaker)

National Capital Reg

Job Description

Position Summary: 

• Virtual Executive Assistant (EA) services are offered by the AWS work-stream within the 
MBAL service function (Global Delivery Services). The objective of this role is to 
oversee and manage the provision of virtual Executive Assistant support (administrative and secretarial 
services) to allocated senior executives from a GDS location. 

• The Senior Associate (Workplace Services - Executive Assistant) is required to lead a team of Executive 
Assistants, working in a remote team environment, to deliver EA support to their allocated Executives 
(Partners and Directors). Core EA deliverables include diary management, travel management, event and 
meeting management, expense management and processing, client relationship management and support, 
email management, CRM data management, expense management, timesheet management, tool support, and 
any other general EA support requirements that may arise on an ‘as needs’ basis. The Senior Associate should 
be willing to step in to ensure effective delivery of this support to customers as required, and to work in time 
zones suitable to the provision of this support to the client base. 

• The Senior Associate will work closely and in collaboration with the (onshore) GDS Liaison Coordinator to 
ensure that all EA team members are appropriately skilled and able to meet the expectations of their allocated 

Essential Requirements of the Role: 

The primary responsibility of this position is to work in a team environment to oversee and ensure the 
effective delivery of high quality remote Executive Assistant (EA) support to identified/allocated 
executives, within the bounds of agreed and documented service levels as regards scope, quality, and 
timeliness. The Senior Associate will have responsibility for the effective delivery of EA support by the 
team individual team members including, but not limited to, the following core EA tasks: 

Meetings, Events, and Diary Management — manage internal and external appointments, client 
meetings, events, video-conferences, and online meetings inclusive of both ‘Outlook’ calendar logistics 
and the coordination of all associated facilities, equipment, catering, agendas, and the associated 
liaison with internal and external attendees and their respective EAs 

Travel Management – working with the relevant travel provider’ tools and services, manage all aspects 
of travel as required/directed by each executive, including booking and approvals, passport and visas, 
costs and itineraries (all per EY policy) 

Email Management — screening, actioning, alerting, filing, and deletion of email correspondence as 
required/directed by each executive 

Client Relationship Management – coordinating client visits, events, mailing lists and marketing data; 
establishing and   maintaining relationships with relevant clients and their respective EAs as required/directed by each 

CRM System Management – supporting executives with pipeline management, opportunity 
administration and reporting, and contact and activity administration within the CRM/Interaction 
systems (per EY and service line policy) 

Expense Management – collation and processing of all reimbursable expenses on behalf of allocated 
executives, reconciliation, and provision of required information

Timesheets – collate and enter weekly timesheet information as required/directed by each executive 

Other general administrative support — as required/directed by each executive, including (but not 
limited to) recording meeting minutes and actions, maintaining project information, recording 
learning/CPE hours, EY tool support and administration, data capture, processing and administration 
of business information, transcription of recorded meetings, ad-hoc service line specific tasks etc. 

Essential Background/Skill Requirements 
• Experience in people and performance management/supervision/coaching/mentoring 
• Strong organizational skills including resource and workflow management 
• Solid understanding of professional services including core processes and common systems 
• Strong customer service and stakeholder management skills 
• Able to independently manage the functioning and day-to-day operations of an EA team 
• Managing service delivery to a specified service level agreement 
• Conduct quality audits on select samples, provide team members with appropriate feedback on 
performance, capture and record audit findings and feedback for improvement 
• Supervisor level reviews for critical deliverables 
• Delivery of up-skilling/mentoring initiatives for the team 

Specialization: Secretarial
Hiring Company


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