Job Description
Key Responsibilities:
· Set up internal meetings, circulate the agenda, and maintain calendar of appointments.
· 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 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.)
· Coordinate with the vendors for BU specific events
· Work on cross functional operational projects
· Manage calendar of the senior leadership and also make travel arrangements accordingly
Experience & Qualifications:
· Education: The candidate will have 2 to 4 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
· Experience:
• 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.
• Education: Undergraduate degree.
• Language skills: English fluency is mandatory.
• Communication skills: Good verbal, written, and interpersonal skills.
• Computer Literacy: Microsoft Office applications (Outlook, Excel, PowerPoint, and Word).
Skills & Competencies:
o Problem-Solving: Excellent critical thinking skills, with a focus on finding innovative solutions to challenges.
o Communication: Strong written and verbal communication skills for clear and effective collaboration.
o Teamwork: Ability to work collaboratively across different teams and levels of the organization to drive continuous improvement initiatives.
o Attention to Detail: High attention to detail with a focus on ensuring the accuracy of processes and improvements.