Marketing - Executive Assistant

Brand, Marketing & Communications (BMC) | EY Luxembourg

Role purpose

Reporting directly to the BMC Director, the Executive Operations & Administration Coordinator serves as the operational backbone of the BMC function.

This role combines executive support, financial administration, procurement coordination, sponsorship management and operational governance. The successful candidate will ensure that all administrative, financial and operational processes run efficiently, allowing the BMC Director and the team to focus on strategic priorities, stakeholder engagement and delivery excellence.

The role requires a highly organized, proactive and autonomous professional who is comfortable interacting with senior leaders, external organizations, conference organizers, suppliers and internal enabling functions.

Key responsibilities

Executive support to the BMC Director

• Provide broad executive and operational support to the BMC Director, including priority management, meeting coordination, briefings and follow-up.
• Coordinate administrative requests, approvals and other evolving needs, with scope to take on additional responsibilities over time.

Budget management and financial administration

• Support end-to-end budget administration, including tracking spend, commitments, invoices, accruals and forecasts.
• Prepare reporting and analyses, coordinate with Finance and contribute to budgeting activities as required.

Procurement and vendor management

• Coordinate procurement and approval processes, including purchase requests, orders, contracts, renewals and payments.
• Liaise with suppliers and internal teams, maintain accurate records and support compliance with relevant policies.

Conferences, memberships and sponsorship administration

• Coordinate EY participation in external conferences, memberships, sponsorships and related initiatives.
• Manage registrations, benefits, opportunities, budgets and logistics, adapting support to changing requirements and priorities.

Governance and operational excellence

• Maintain effective operational processes, calendars, documentation, trackers and reporting across the BMC function.
• Support continuous improvement, automation, data quality, compliance and other operational priorities as the role develops.

Profile

Experience

• 1-3 years of relevant professional experience.
• Interest in supporting a manager or team, with the confidence to communicate professionally and follow up on actions.
• Comfortable working with numbers and willing to learn budget tracking, purchasing and invoice processes.
• Able to organize tasks, coordinate practical details and communicate with different people; experience from studies, volunteering or personal projects is valued.
• Curious about working in a professional services environment and motivated to learn how a large organization operates.

Technical skills

• Comfortable using Microsoft Excel and willing to develop more advanced skills.
• Good working knowledge of Microsoft 365, with an interest in further developing these skills.
• Curious about AI tools and open to learning how to use them effectively.
• Able to keep information organized and support tracking, reporting and project coordination.
• Able to organize and follow up on several budgets, projects and deadlines with guidance.
• Interested in learning procurement, finance and approval processes.

Personal attributes

• Strong organizational skills.
• Proactive and able to anticipate needs.
• Demonstrates ownership and accountability.
• Detail-oriented and dependable.
• Strong interpersonal skills.
• Handles confidential information with discretion.
• Composed under pressure and able to prioritize effectively.
• Practical and solutions-focused.

Success measures

After 12 months, the successful candidate will have:

• Relevant ownership of BMC administrative operations.
• Good understanding over BMC spending and commitments.
• Streamlined procurement and vendor management processes.
• Seamless registration and coordination of conferences, sponsorships and events.
• Reduced administrative workload for the BMC Director by at least 50%.
• Established operational dashboards and governance processes for the BMC function.