Executive Assistant to SVP and VP

Executive Assistant to SVP and VP

Requirements

• Calendar management including prioritizing, scheduling, room bookings and managing conflicts.
• Maintain executive contact list and synchronization with mobile/iPad.
• Coordinate travel and hotel arrangements for the executive, as needed including visas & travel documentation.
• Ensure compliance with Ernst & Young travel guidelines and documentation process as delegate.
• Producing detailed itineraries as required depending on trip location, duration, and agendas etc.
• Approve invoice expenses for event catering, industry organization memberships, etc.
• Reconcile monthly expenses including travel, business purchases and events etc.
• Review team expenses prior to executive approval.
• Coordinate with stakeholders and other Third Parties for the organization of conferences/ schedules/ itineraries, etc.
• Prepare meeting agendas, as required (hard/soft copy) Ensure relevant information is accessible, assembled and prepared for meetings.

Responsibilities

• Calendar management including prioritizing, scheduling, room bookings and managing conflicts.
• Maintain executive contact list and synchronization with mobile/iPad.
• Work closely with other executive assistants in the organization to effectively schedule meetings, events and manage recurring meetings.
• Supports availability for execs to participate in employee engagement activities and team events (as needed).
• Track Vacation/PTO/time off in Workday for executives and executives’ directs ensuring coverage and continuity.
• Coordinate travel and hotel arrangements for the executive, as needed including visas & travel documentation.
• Ensure compliance with Ernst & Young travel guidelines and documentation process as delegate.
• Producing detailed itineraries as required depending on trip location, duration, and agendas etc.
• Coordinate outside industry event participation and materials within Gifts & Ent. guidelines.
• Approve invoice expenses for event catering, industry organization memberships, etc.
• Reconcile monthly expenses including travel, business purchases and events etc.
• Review team expenses prior to executive approval.
• Purchase sundry items or gifts (within policy) for SMT i.e. bereavement or retirement.
• Coordinate with stakeholders and other Third Parties for the organization of conferences/ schedules/ itineraries, etc.
• Coordination of VIP Tech support for execs.
• Coordinate the business partners (Legal, Compliance, Finance, HR) on ad hoc basis (signatures, other docs).
• Maintain and order preferred office supplies (for executives only).
• Provide administrative back-up to Enterprise Chief Operating Officer (ECOO) EA during vacation and other absences to ensure business continuity.
• Continue to adjust the way we work, supporting the overall goals of the SMT (display agility, utilize new tools and skills (virtual capabilities) and encourage and proactively identify and execute on efficiencies).
• Prepare meeting agendas, as required (hard/soft copy) Ensure relevant information is accessible, assembled and prepared for meetings.
• As required, follow up on any agenda items or deliverables including coordination with facilitator and presenters to deliver materials in a timely manner.
• HR Platform support via delegation process.
• Ordering of RBC branded materials as needed.
• Proactively seek opportunities to provide additional value to ensure all established deadlines/commitments are met.
• Support as required with any changes to operating model.

Preferred Qualifications

No preferred qualifications provided.