Assistant Manager - Corporate Admin

Job Summary

• Assists the Manager in the management and oversight of a service delivery team handling the provision of corporate secretarial support to the Lux Fund CS & Cosec team (FCS), by providing guidance and leadership to the Indian CoSec Team
• Assist the Manager of the team in leading, organizing, coordinating, developing, monitoring the performance, delegates tasks and responsibilities to their direct reports and their team members (skip level), as needed.
• To facilitate and assist various administration processes of complex clients and conduct all work in accordance with IQ-EQ India and IQ-EQ Group policies and procedures.
• Assists the Manager – Fund Corporate in performing review of core processes, complex ad hoc works, and all other client requirements, as needed. 
• Concentrates in engaging and developing teams and individuals. 
• Provides consistent feedback on quality, accuracy and timeliness of outputs made by the Indian Cosec teams
• Assist the Manager in monitoring overall teams' results and performance based on the KPIs as agreed with the Lux Fund CS & Cosec team (ex. Quality, Timeliness, Issue Log, Increased Productivity, among others). 
• Initiates and facilitates meetings to address overall teams' performance and develop/coach non-performing individuals.

Core Responsibilities

• Responsible for the provision of corporate secretarial support to the Lux Fund CS & Cosec team (FCS), in line with the agreed scope of services under the Service Level Agreement between IQEQ India and IQEQ (Luxembourg) S.A.
• Monitors the timely, accurate and quality deliverables of the Indian Cosec teams, and intervene, as necessary.
• Provides guidance and coaching to the team in both technical and more on the non-technical aspects of their role. 
• Initiates the development of the technical competencies of their teams by providing feedback on their deliverables and endorsing them to the appropriate learning & development activities
• Monitors and provides support to cluster counterparts escalations and involves the relevant stakeholders.
• Monitors the agreed timelines of deliverables with the cluster counterparts and provides support for escalations to ensure that their teams carry out the work, as agreed.
• To be able to effectively communicate and relate with various stakeholders of the team.  Maintains and enhances relationships through crucial conversations.
• Acquire knowledge to become specialists of their designated clients' requirements and deliverables.
• Seeks knowledge and expertise for their own professional development.
• Monitors that all client cluster requirements are thoroughly being reviewed and follows standards.
• Minimize risk to IQEQ by ensuring all procedures, rules, laws, regulations and checklists are followed.

Tasks & Duties

Cluster Client Delivery

• Acquires functional knowledge and understanding of the clients’ agreements, Scope of Work (SOW), SLA’s and other necessary information needed to review and/or prepare deliverables.
• Monitors if the Indian Cosec team has the needed information, data and supporting documents are received for the review/preparation of the needed deliverables. Addresses and escalates issues, as required.
• Monitors the consistency and quality of the deliverables within the agreed timeframes of the teams. 
• Provides support (for timelines) and address issues (for quality), as needed.
• Monitors and communicates the review comments of the team and then follows up to address pending comments for preparers, as needed.
• Research and validates the interpretation of the requirements of the client.
• Assist in preparing reports on compliance cases with root cause information, corrective action, and preventive measures in a timely manner. 
• Assist in enforcing process standards across the teams.
• Ensure the client database and all other reports are up to date and accurate
• Assist in tracking and reporting KPIs as agreed with the Lux Fund CS & Cosec team.

Staff managerial responsibilities

• Recruit, train, appraise, coach and discipline staff
• Give feedback to staff
• Ensure staff adheres to policies and procedures
• Develop goals and personal growth plans for staff
• Plan work assignments and workload

Workflow Management

• Ensures timesheets are completed daily and accurately filed for all hours worked.
• Reviews and approves timesheets of their team and ensures they are completed daily and accurately filed for all hours worked in a timely manner.
• Reviews and pre-approves filed overtime of their team.
• Analyses and proactively manages team capacity deliverables by allocating needed resources/support.

Systems

• Setups, monitors and updates, and monitors/ensure completeness and accuracy of all deliverables via Navigator Flow in a timely manner, as needed.
• Monitor and ensure filing of documents on Navigator Doc are completed accurately, under the proper name convention and in a timely manner.
• Understands and uses best practice on workflow platform/s.
• Understands and becomes knowledgeable on how to generate reports using reporting platform/s.

Risks

• Monitors relevant procedures and checklists are adhered to and completed to mitigate errors.
• Monitors reported breaches, complaints or errors to appropriate authorities are acted upon in a timely manner.
• Acquires knowledge of risk factors and potential breach.