Executive Assistant - Office of Public Policy

Location: Washington

As an Executive Assistant of our Federal & State in the Office of Public Policy team, you’ll be an integral part of our business enablement functions that keep our organization running strong. You’ll use your interpersonal and communication skills (verbal and written) to interface with employees at all levels. In this role, you will develop broad and comprehensive experience, skills and knowledge in organizational policies, procedures and practices. You will work independently, and carry out special assignments, with minimal supervision. You may also help facilitate and coordinate projects and other deliverables directly or through others.In this role, you will develop broad and comprehensive experience, skills and knowledge in organizational policies, procedures and practices. You will work independently, and carry out special assignments, with minimal supervision. You may also help facilitate and coordinate projects and other deliverables directly or through others.

The opportunity

You’ll provide administrative support to a variety of executives within the Office of Public Policy. You’ll be a key member of a team using your experience, skills and knowledge of organizational policies, procedures and practices to help achieve the goals of the business. You’ll be part of a high-performing, diverse and inclusive team sharing best practices.

Your key responsibilities

• Managing the schedules of the Principal and Director, including scheduling meetings and calls often in multiple time zones, interacting with meeting participants and their assignees to facilitate engagement and identify prep material, and sending out agendas and other materials in advance of meetings and calls.

• Planning and managing complex meeting and travel arrangements for the EY US Political and Legislative Leader and the Director of State Relations. This will involve gaining an in-depth knowledge of the firm's meeting, travel and expense policies and tools.

• Seamlessly coordinating logistics (meeting space, transportation, catering) for select on-site meetings.

• Managing state consultants contracts process via the BRIDGE tool.

• Processing invoices for sponsorships, subscription renewals, expense reimbursements, and membership dues.

• Tracking data and collaborating with EY Political Compliance for purposes of regular reporting obligations.

• Skillfully using EY standards, templates, branding and correspondence guidance, to format and edit letters and other documents from draft to final copy.

• Managing or coordinating small projects, providing cost-effective approaches.

• Prioritizing work by considering its risk, importance, urgency, and potential business, organizational, or client implications. Notifying appropriate individuals when issues around confidentiality, risk, or quality arise.

• Facilitate the annual budget process for State Relations.

• Gaining advanced skills with the firm's core technology, and applications.

Skills and attributes for success

• Attention to details and self-assurance of quality of work performed.

• Effectively manage conflicting priorities, organize workflow and team with colleagues to accomplish tasks and balance workloads.

• Gain, develop and demonstrate solid working knowledge of firm structure, service lines, key personnel, software and organizational policies and procedures.

• Receive limited supervision; more often work independently.

• Excellent written and verbal communication skills.

• Excellent interpersonal and collaboration skills and ability to interface with personnel at all levels, internally and externally.

• Strong attention to detail, with a commitment to high quality work.

• Aptitude for learning quickly, multi-tasking, and working occasionally under tight deadlines.

• Highly skilled at working with financial management associates, schedulers, and other internal resources.

• Ability to collaborate on finance, scheduling, or other operational support matters and related tools/reports.

• Demonstrate initiative and focus on customer service.

• Competent at resolving complex problems, with strong analytical skills, and proficiency in research techniques.

To qualify for the role, you must have

• Associate degree in related discipline or equivalent work experience

• Minimum of three years of related work experience as an Executive or Administrative Assistant supporting multiple key stakeholders within a large corporate environment

• Ability to work in the Washington DC office multiple days a week

• Proficiency in MS Word, Excel, PowerPoint, Teams and Outlook

Ideally, you’ll also have

• Familiarity with Capitol Hill and regulatory agencies work is a plus.

• Proficiency in automated calendar management tools (e.g., Outlook) and various IOS and Android mobile devices

• Proficiency in MS SharePoint

What we look for

Highly motivated and agile individuals with excellent problem-solving skills and the ability to manage shifting priorities in a rapidly changing industry. An effective communicator, you’ll be a confident team player who collaborates with people from diverse teams while looking to develop your career in a dynamic organization

• 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.