Administrative Assistant (US Shift)

The role

We are looking for people who:

• can demonstrate a keen interest and enthusiasm to understand their Stakeholders priorities
• are self-starters but also team players ready to help others and contribute to the overall success
• listen, understand, question and deliver; and are reliable and responsive, and worked in an environment of "client first"
• in short, we are looking for people who are motivated by client satisfaction and who strive to exceed the expectations of their clients

The broad scope of the role involves supporting allocated Stakeholders as an Administrative Assistant and providing administrative services. This position will be a great learning opportunity for the right candidate looking to gain from the experience and pursue further studies/career. The role will be part of the Virtual Assistant Team and will include working as part of a team to ensure a high-quality service to all Stakeholders.

Key responsibilities

The AA will provide administrative assistance and support to their Stakeholders, including and not restricted to:

• Financial Processes & Expense Management:

  Manage end-to-end processing of expenses, invoices, overtime claims, and purchase orders. Ensure timely and error-free submissions while tracking against budgets where necessary.

• Intapp Tasks:

  Manage and coordinate matter creation and reactivation. Support time-related tasks such as time transfers, reversals, and resolving incomplete or held timesheets for fee earners.

• Travel Management:

  Coordinate travel arrangements, including research, booking, and related logistical support.

• Meeting Coordination:

  Support meeting logistics such as ad-hoc scheduling, catering arrangements, and meeting room bookings, as needed.

• Reporting & Data Management:

  Maintain reports as required and assist in gathering missing data by coordinating with partners, partner secretaries, associates, business professionals, etc.

• Documentation Support:

  Perform basic edits and formatting of Word and PowerPoint documents. Draft letters and other business communications as needed.

• Procurement & Vendor Management:

  Manage supplier records, raise purchase orders via Proactis, and coordinate with the Finance team for invoice payments.

• Research & Knowledge Management:

  Conduct open-source research, update knowledge databases, and maintain the Business Development contact database in InterAction.

• Employee Experience:

  Assist with new hire onboarding and induction as needed, manage corporate gifting for occasions, and pick up other ad-hoc tasks as needed.Qualifications

Your experience

• Qualification: Bachelors Degree from a reputed institute
• 2+ years experience, preferably in a multinational organisation with exposure to multiple cu