Senior Admin Manager

We're a team of specialists charged with ensuring a safe and secure environment for our people and to protect the people and assets of the firm worldwide. We assess risk to enable the delivery of effective security, fire and life safety solutions. We also lead the firms crisis management preparation, implementation, and recovery processes. Our work contributes directly to the firms success, and the division is ideal for creative and collaborative individuals who have strong ethics and attention to detail.

Responsibilities:

Key Responsibilities:

Calendar & Administrative Management

• Extensive Calendar Management; Includes keeping a vigilance on Internal, External & Global meetings with Senior MDs & Partners as per requirements.
• Help division in review of sanity check and policy adherence of expenses, Tech accesses filed by others for MD approval.
• Ensure all business regions & budget approvals are in place for the Teams upcoming business trips and events.
• Provide Monthly Head Count and update firms log on timely intervals to adhere ongoing audit requirements.
• Collate and circulate Weekly updates for the Global team.
• Provide any Adhoc reports in Excel, PPTs, Etc. as requested by the MD/ VP.
• Attendance management on firms system behalf of the MD/VP
• Ensure sufficient office supplies are in place.
• Maintain confidentiality while filing and timely shredding of the same. Administrative support on couriering, copying, scan, etc.
• Organize end to end travel for the MD/VP with the help of online Concur tool on Ticketing and accommodation, transport. Co-ordinate and arrange multiple meetings while on site with the Senior MDs and Partners. Arrange for Office and access card activations.
• Booking conference rooms & VC with the help of Online booking tool for regional and global meetings.
• Arranging logistics such as Food and Beverages, visitor passes, security clearance for external visitors visiting the team as required.
• Arrange internal/external events by booking venue, arranging Dinner/Lunch boxes, visiting the sites, conduct negotiations, Menu, and venue setup finalizations.
• Circulating Internal communications for the team

Expense Management

• Filing expense report on Concur application and ensure the MDs/VPs expense claims are submitted and expensed out on time.
• Keeping a tab on expenses incurred via the firm issued corporate card and accord timely reconciliations if any.
• Filing and retaining a record of the same for future audits.

Visitor Management

• Drafting and finalizing the agenda for Senior MDs and team visits.
• Update senior visitor details on the online Firm Log.
• Arrange for Invite letter, Office setup, building access, Escorting, Food and car arrangements for the visitor.
• Book meeting rooms and arrange for Lunch & Dinner networking sessions.

Team Support

• Maintenance of RMS and ensure employees have the required access to the applications for their daily tasks.
• Help file expenses on Concur and provide guidance on claim policies.
• Event management for the team.
• Provide HR support for on boarding New Hires and ensure NEP system/building accesses are in place. Update leave of absence, transfers, Time tracker for onsite vendor managers
• Travel Management: Coordinate business trips and ensure adherence to the Firms Travel policy.
• Administrative Support by arranging logistic support for the internal/external events such as Business planning sessions, Team celebrations and agenda for the senior visitors.
• Maintain team distribution lists and Org Charts of the team.
• Provide or compile any Adhoc reports in Excel, PPTs. etc as requested.
• Ensure compliance of training completions per occurrence

Joining :

Salary: