Senior Administrative Coordinator recruitment

The Role / Responsibilities:

Senior Management Support

• Provide senior level secretarial and administrative support to the Managing Director and all of MIT EMEA/APAC permanent staff
• Provide high level support for a member of senior management to include all aspects of administration with strong focus on calendar management, travel coordination and absorption of administrative tasks; uses initiative to relieve manager of detail work. Create management level PowerPoint presentations and preparation of related data/documentation for review.
• Extensive Diary Management across APAC/EMEA/US - coordinating meeting requests, manage changing and conflicting priorities, meeting papers, room bookings, audio/visual equipment, catering etc.
• International Travel Management - book flights, trains, (on-line and via telephone), on-line check-in, airport transfers, accommodation, currency, visas, travel itineraries, overseas office space both in- house and externally
• Typing up of minutes for management meetings and Service Transformation Program work streams
• Produce and re-format slide presentations on PowerPoint, typing corresponding handout notes.
• Expenses - complete monthly reports adhering to policy, ensuring effective time management of approval process           
• Telephone - professional and efficient telephone management
• Project Work - the organisation of events, off-sites, training, databases
• Effective management of documentation requiring authorisation
• Arrangement of departmental Global Town Hall Meetings
• Administration - post, photocopying, scanning, audio/visual checks for VC meetings, maintaining office supplies, providing general support to MIT in EMEA/APAC

Liaison to Senior Manager

• Act as liaison to senior manager, interceding when necessary to ensure that his/her time is spent on companywide concerns, broad department matters and strategic initiatives. 

Project Support

• Responsible for project analyst activities for the Service Transformation Program – Track RAID logs, consolidate project status reports, produce and update process flow documentations, etc.
• Responsible for simple data analysis using pivot tables for organizational analysis

Department Liaison to Support Groups

• Act as liaison for department to support groups within Moody’s (i.e., Human Resources, Building Services, Technology, Investor Services, etc.) to ensure group’s needs are understood and met. 

Change Agent

• Proactively review department administrative processes, consistently implementing efficiency improvements and establishing new processes when necessary. Establish clear protocols on standards of service and identify competencies with the secretarial team. Effectively manage performance across the team.

Equipment and Supply Budget Management

• Review and purchase office supply and technology related requisitions and make sure that department budget is maintained and not exceeded.

Event Planning

• Coordinate and plan department-wide events including group meetings, off-sites, outings and receptions taking care to stay within prescribed budget.

Space Management

• Oversee department space usage, coordinating all moves, renovations, space upgrades, etc.

Qualifications:

• Minimum requirement of second level education (or equivalent)
• O’level, C+ GCSE English and Mathematics essential
 

• Secretarial qualifications