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 belowExperience :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.