Job Description
Primary Responsibilities
- Coordinate with vendors and auditors.
- Assist in preparing reports, metrics, presentations and other documents using Microsoft Office products such as PowerPoint, Excel, and Word.
- Submit and review expense reports.
- Assist with new hire orientation and IT setup/coordination.
- Coordinate with IT and CS staff on technology related issues and special projects.
- Create and update required documents.
- Manage repositories of information in electronic and physical form.
- Prepare and circulate minutes of meetings.
- Schedule interviews with candidates, including video conferences, etc. and coordinate with selected candidates.
- Coordinate video conferences/audio calls with overseas client offices.
- Maintain personnel records of the department pertaining to leave and holidays.
- Coordinate trips for Corporate Services personnel from other client offices.
- Coordinate ground transport where needed.
- Assist in collecting and submitting expense statements and coordinating reimbursements.
- Make photocopies, scan documents, mail packages, and assist with any other administrative office duties where required.
- Handle the purchasing and maintenance of departmental office supply and office equipment. This includes stationery, PC and blackberry.
- Coordinate departmental moves.
- Coordinate departmental events (e.g., town halls, off sites, luncheons, etc.)
Qualifications
· The successful candidate will have 3 to 10 years of business experience in a demanding business environment such as financial services. From an industry perspective, we would consider a broad base of administrative candidates, but exposure to a multi-national firm is a plus. Additional attributes are listed below:
· A team player who is flexible and can work well with others to achieve common goals.
· Good communication skills as the candidate will have some interaction with a range of internal and external audiences, which includes senior management, internal client representatives, vendors, and consultants.
· Language skills: English fluency is mandatory.
· Communication skills: Good verbal, written, and interpersonal skills.
· Computer Literacy: Microsoft Office applications (Outlook, Excel, PowerPoint, and Word).