Office Services Clerk and Administrative Assistant

The opportunity

You'll join our Enterprise Support Services (ESS) team, helping to support the important business enablement functions that keep our organization running strong. You will work across teams to provide the knowledge, resources and tools that help EY deliver exceptional quality service to our clients, win in the marketplace and support EY's growth and profitability.

The hybrid role of Office Services Clerk and Administrative Assistant provides both administrative and facilities support to internal and external clients, while working in tandem with your ESS colleagues. You are a driven administrative professional who is solution-oriented, while striving to understand and anticipate customer's needs to exceed expectations. This role requires in-person presence Monday through Friday, inclusive.

Your key responsibilities

Office Services

• Greeting visitors: Receive and welcome visitors to the office in a professional, courteous manner
• Answer queries, direct calls and monitor shared mailbox
• Facility maintenance: Coordinating office maintenance/furniture repairs
• Maintain security badges: track all visitor and temporary building and/or office security badges
• Meeting preparation: Room setup, including catering, dismantle/clean up
• Mail/courier: sorting, distributing documents and packages, as well as preparing documents and packages for delivery
• Equipment management: Understand and operate office equipment, place service calls as needed
• Supply provisioning and inventory control: Ordering, maintaining and distributing office supplies
• Occupational Health and Safety: Member of the OH&S committee and Crisis Response Team
• Scanning/photocopying/binding
• Maintain common spaces: wiping down counters, emptying dishwasher, maintaining reception area

Administrative Assistant

• Engagement support: In-depth knowledge to support the client engagement management process, including tracking and reporting time and expenses as needed
• Financial management support: Pivotal role with the engagement teams to provide reports and manage the billing process
• Client Relationship Management (CRM): Support EY's CRM tool
• Document preparation and management: Use EY branding standards to create and format documents/presentations
• Travel arrangements: Provide travel options, book air and ground travel using our online system, as well as associated logistics
• Meeting and events: Coordinate meeting room bookings, including technology, set-up/tear down and catering where required

Skills and attributes for success

• Committed to contributing to a strong team culture to ensure success
• Ability to effectively meet customer needs, taking responsibility for customer satisfaction
• Ability to maintain effectiveness and professionalism when experiencing change in work tasks and/or the work environment
• Ability to work in a fast-paced, team environment and under pressure of deadlines
• Excellent written and verbal communication skills, including active listening
• Effective time management and organizational skills
• Develop and maintain relationships to efficiently leverage expertise
• Sound judgement regarding confidential and sensitive matters
• Proven ability to meet multiple and/or unexpected deadlines in a demanding environment
• Embraces change and has experience with process redesign
• Motivated and driven to continuously improve by learning new skills

To qualify for the role, you must have

• Strong communication skills (oral and written).
• Post secondary education and/or equivalent relevant experience
• Exceptional customer service experience
• Proficiency in Microsoft Office (Outlook, Word, Excel and PowerPoint) with proven ability to learn customized software/tools
  

Ideally, you'll also have

• Reception experience
• Professional services firm experience

What working at EY offers

We offer a competitive compensation package where you'll be rewarded based on your performance and recognized for the value you bring to our business. In addition, our Total Rewards package allows you decide which benefits are right for you and which ones help you create a solid foundation for your future. Our Total Rewards package includes a comprehensive medical, prescription drug and dental coverage, a defined contribution pension plan, a great vacation policy plus firm paid days that allow you to enjoy longer long weekends throughout the year, statutory holidays and paid personal days (based on province of residence), and a range of exciting programs and benefits designed to support your physical, financial and social well-being. Plus, we offer:

• Support and coaching from some of the most engaging colleagues in the industry

• Learning opportunities to develop new skills and progress your career
• The freedom and flexibility to handle your role in a way that's right for you

Diversity and Inclusion at EY

Diversity and inclusiveness are at the heart of who we are and how we work. We're committed to fostering an environment where differences are valued, policies and practices are equitable, and our people feel a sense of belonging. We embrace diversity and are committed to combating systemic racism, advancing gender equity and women in leadership, advocating for the 2SLGBTQIA+ community, promoting our neuroinclusion and accessibility initiatives, and are dedicated to amplifying the voices of Indigenous peoples (First Nations, Inuit, and Métis) nationally as we strive towards reconciliation. Our diverse experiences, abilities, backgrounds, and perspectives make our people unique and help guide us. Because when people feel free to be their authentic selves at work, they bring their best and are empowered to build a better working world.