Roles & Responsibilities:
We are seeking a dynamic organized and efficient Administrative Assistant to work closely with the various Business Unit heads and their teams within the Global Markets Division. She/he would be part of the three-member Global Markets Admin Assistants team. The ideal candidate will be responsible for managing administrative tasks, coordinating schedules, and ensuring smooth office operations.
- Responsible for a broad variety of administrative tasks for the department
- Admin tasks relating to new joiners/leavers/transfer cases
- Manage Joiner/Leaver checklists
- Coordinate and assist in the smooth on-boarding of new employees, including creating welcome messages, raising various application requests and following up on approvals
- New joiner set-up includes raising various access requests, assigning desks, coordinating with IT for PC/Phone set-up and assist in various other on-boarding tasks
- Contribute to various divisional-level activities such as
- Attendance tracking and leave request monitoring
- Business Continuity related tasks such as call tree, infra arrangements, etc.
- Making requisite arrangements for employee engagement activities and various team events or department events; includes conference room bookings and arranging catering as required
- Coordinate with IT to resolve IT issues impacting the broader team
- Manage internal desk booking system to assign desks and coordinate desk moves
- Managing inventory of the assets for the team
- Coordinate approvals for shift allowance
- Get trained on various internal online tools and educate staff on the same if required
- Travel, T&E, Purchase Requests
- Prepare detailed travel itineraries for senior management and manage travel expense reports
- Coordinate with division-wide travellers, HR and travel desk to make necessary international/domestic travel arrangements such as hotel & airline booking and arranging forex etc.
- Check Travel and Expenditures submitted by staff and help staff to raise various other T&E requests such as internet reimbursement, CFA fees etc.
- Manage various purchase requests by requisitioning the same through internal systems and follow-up as necessary with various functions
- Visitors
- Manage the organisation of special events, dinners for visitors, etc.
- Greet and provide administrative assistance to visitors from other offices
- Executive Support to various BU heads
- Manage complex calendars for senior management
- Requires coordinating with various stakeholders across different time zones
- Checking deadlines of upcoming tasks and announcing them to management for appropriate action
- Contribute to the development of internal processes and procedures
- Manage, lead and assist the team in various projects/tasks and communicate and manage dependencies affecting the deliverables
Skillsets Required:
Mandatory Desired Domain
- Proficiency in MS Office Suite (Outlook, Excel, PowerPoint and Word)
- Ability to quickly learn various internal online tools
- Proven ability to work with multiple deadlines, multiple priorities and multitasking
- Ability to maintain confidentiality and handle sensitive information
- Impeccable verbal and written communication skills
- Relationship Management and knowledge of employee engagement best practices
- Analytical skills with attention to details
- Flexibility (Openness to Change) - Adapts effectively to changing plans and priorities
- Knowledge of advanced excel & PPT is desirable, Tech Savvy
- Interest and basic understanding of financial products
- Willingness to occasionally work on weekends when required
