Job Description

This position is for a Department Admin for Global Banking Technology (GBT) at Advantage Services (AS) at Mumbai reporting to GBT India Head.

 

We are looking for an energetic and motivated individual who will ensure integration of the entire professional and support staff for the smooth day to day functioning of GBT Team. The Department Admin is responsible organizing and coordinating office operations and procedures in order to ensure organizational effectiveness and efficiency.

 

This is a very hands-on Office Management & Administration role. Candidate will be required to provide shared administration support to a team of senior officers, supervise office support staff, spearhead Office communications and co-ordination, organize travel, on-boarding, off-boarding, hospitality and social activities and also maintain office efficiency. He/she may also interact with global teams to synergize and leverage best practices.  The candidate should expect to work in a global virtual team along with NY team members. The candidate would on multiple initiatives at the same time.

 

Position Description

The candidate must have strong Office Management skills, with good understanding of organizational needs. The ideal candidate will be able to professionally operate with senior officers and team members alike. A self motivated team player, this person will be proactive and committed to delivering on time and working across teams, departments and silos.

Key Responsibilities include:

·        Support GBT India Head

·        Managing the daily schedule / calendar management

·        Support from Team meetings (Minutes/action follow up)

·        Maintain Department Org Chart

·        Track / Evaluate outcomes/output from Innovation activities

·        Track 14 streams of PACE (in terms of GBT contribution including 2 where GBT is in lead)

·        Event and activity coordination’s including New Hire Orientation Programs for GBT

·        Track completion of "Giving Back"

·        Collation of Training /Award nominations

·        Taking on special projects to support department priorities as assigned by the Head of GBT

 

Shared Administration Support:

·        Provide shared personal administration services to all local GBT Leads

 

Communications and Co-ordination:

·     Bring to the notice of employees any important/urgent email with a deadline’s like Mandatory trainings, time sheet and other time-sensitive deliverables

·     Co-ordinate and arrange appropriate data/decks from relevant stakeholders prior to all meetings run by Head of GBT

·     Co-ordinate on-boarding and off-boarding activities/processes for joiners and leavers

·     Co-ordinate with different office locations as needed

·     Go-to person for departmental BAU queries

 

Travel, Hospitality and Social activities:

·     Extend all necessary hospitality and looking after guests / visitors

·     Maintain all travel records, assist in Business Trips, VISA and Ticket arrangements

 

 

Skills Required

·     Strong communication and influencing skills

·     Strong sense of ownership and accountability for work

·     Strong understanding of Office Management and it’s nuances

·     Ability to create and work with conflicting priorities

·     Ability to work across teams in an egalitarian environment

·     Ability to work with senior business leaders

·     Experience working with & across geographically dispersed teams, specially team(s) in New York

·     Ability to maintain a high level of accuracy in preparing and entering information

·     Very effective organizational skills

·     Excellent computer skills, including the Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel)

·     Excellent interpersonal and team building skills

·     Strong analytical and problem solving skills

·     Attention to detail and high level of accuracy

·     Excellent presentations skills: ability to communicate in a clear and concise manner; individually or in front of a group

 

Years of Experience

·     At least 2+ years experience as an Executive Assistant

·     Overall at least 7+ years experience as an Executive Assistance/Personal Assistant

·     The candidate must have been a part of a 200+ FTE strength