FIC PA Utility - EU Coverage Administrative Support Professional

Role Description

The Administrative support role provides the core support that facilitates the working of the business. The remit includes office administration and business management support.

The Administrator deals with the more complex administrative needs of the business area, although they may in addition undertake some of the core day to day support duties undertaken by the Administrative Assistant and / or be a point of escalation for the Administrative Assistant.

The Administrators responsibilities follow less of a routine and established path to achieve resolution.

The tasks required of the Administrator are often bespoke due to the tasks being linked to an isolated need in order to further a business initiative (e.g, discovery of and gathering relevant material from disparate sources, collating salient information and, with business direction, organizing it into a cohesive presentation format.)

The Administrator will be able to handle escalations from Administrative Assistants in order to share knowledge and remedy complicated administrative matters.

Administrators will be in contact with other Administration Profession members and areas of the Bank that support their business area.

Your key responsibilities

• Employee expense management for the Offshore team(Concur Expense)
• Travel management for key senior staff of the business (includes all bookings, managing expenses, claims, etc)
• For travel, perdiem tracking and issuance for the team & Co-ordination with vendor for the FX delivery & verification of Invoices. Also, assistance in booking where required.
• Assisting local team with booking of meeting rooms locally and onshore regions for Video Conference meetings.
• Facilitating business conferences, seminars, meetings, corporate functions and entertainment events
• Access Management - Regular recertification of restricted area reports and implementing the private side staff cleansing process.
• Bespoke tasks - Booking meeting rooms, scheduling interviews, assigning desk phone extensions, handling correspondence, tracking staff engagement budgets, updating mailing lists, creating surveys, raising IT tickets for voice recording, initiate leavers control etc.
• Raising required infrastructure access for new joiners for Mumbai team
• Mumbai team support for IT and Infra assets issuance / issue resolution and inventory maintenance
• Creating ticket for new cost center creation, blocking unused cost centres, renaming/modification of the cost centres and balance/assets transfer from cost center.
• Changing ownership, extending validity of, or deleting Generic IDs.
• For Mumbai team, Interviews setup for new joiners which includes the coordination with the panelists and the external candidates and blocking their calendars.
• For Mumbai grads/intern hiring, providing logistical support for all team travels, blocking of conference rooms for HR/mentor session with grads/interns, buddy/interview calls set-up.

Your skills and experience

• People skills to connect and co-ordinate with everyone.
• Result oriented and proactive.
• Composure Under Pressure.
• Ability to multitask and priorities tasks.
• Excellent time management skills.
• Well-developed organizational skills.
• Attention to detail.
• Great verbal and written communication skills.
• Basic MS Office knowledge required excel, word, PowerPoint.