Job Description

Position Summary

The objective of this role is to oversee and manage the provision of administrative and secretarial services to allocated senior leadership from GDS Argentina.

The Senior Associate (Workplace Services - Executive Assistant) is required to deliver EA support to their allocated senior leadership (senior managers and above, the “executives”). 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 users as required.

Essential Requirements of the Role

• 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.
• Schedule meetings and conference rooms, assist team members with set up, breakdown of coffee/drinks and snacks, and maintenance organization and cleanliness of conference rooms
• 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
• 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 timely 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
• Purchase requisitions of invoices for service providers – preparation and follow up

Essential Background/Skill Requirements

• Strong organizational skills including resource and workflow management
• Strong customer service and stakeholder management skills
• Knowledge and Attributes
• Able to prioritize effectively
• Extremely organized and enjoys administration
• Excellent written and oral communication skills
• Demonstrated ability in project planning & management
• Comfortable working on a number of activities concurrently (multitasking)
• Proficient in MS Office (Word, Excel & PowerPoint) and fair knowledge of MS Outlook

Job Requirements

Education: Bachelor’s degree or equivalent

Experience: 2 to 4 years of work experience as administrative assistant or similar role in a renowned and preferably multinational company