Senior administrative coordinator

In Buy-side Solutions, we serve investors, consultants and asset managers by helping them make better decisions. Our next-generation buy-side technology enhances customer performance, improves governance and ultimately helps win more business. Our dedicated team of sales, marketing and product management experts are passionate about delivering effective solutions to our customers. Role/Responsibilities : Objective: The purpose of the job is to support the Buy-side Solutions team, helping all team members (from senior execs to junior team members) to maximise their efficiency and effectiveness by completing administrative and support tasks for them. The support provided will span both administrative and office related tasks. CORE RESPONSIBILITIES Extensive diary management across multiple time zones Keep track of new appointments going into diaries and rectify any conflicts. Ensure diaries are manageable and any travel or break times are considered. Meeting Coordination Process meeting requests for team including setting up appointments, reserving conference rooms, requesting security passes for guests, arranging for teleconference numbers, refreshments, handouts, etc. Travel Entertainment Arrange travel for team members: including air, rail, car service, and hotel and conference registrations taking care to be mindful of deadlines and working to ensure that the most economical options are taken advantage of. Timely and accurate preparation and submission of T E reports for the team, ensuring that company policies are followed and that proper and organised documentation is provided to support the report. General Administrative Support Provide general administrative assistance to include phone coverage, copying, filing, spreadsheet work and presentation preparation. Acquire and maintain a good understanding of Moody’s business, and particular business line being supported, in order to provide optimal customer service. Uses initiative to relieve executives of detail work. Department Wide Support Provide general administrative support for department wide activities including the timely on-boarding of new associates (including follow-up on start date) and involvement in group event planning and in group-wide initiatives as assigned. Administrative Delegate As needed, act as a delegate in automated workflows on behalf of Management team. During vacations and times of absence, provide back-up in order to ensure uninterrupted flow of operations with regard to support staff, technology and all office issues. Change Agent Assist in reviewing department administrative office support 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. Department Personnel Management May assist Administrative Manager with aspects of personnel management for department including position management, on-boarding of new hires, promotions, transfers and terminations, timely completion of performance evaluations and periodic data integrity checks of Human Resources databases (i.e., PeopleSoft HRMS). Also includes ad hoc reporting of personnel information to department managing directors as requested. Event Planning Assist/Coordinate and plan department-wide events including group meetings, off-sites, outings and receptions, taking care to stay within prescribed budget. Space Management Assist/Oversee department space usage, coordinating all moves, renovations, space upgrades, etc. Correspondence Prompt and accurate preparation of various correspondence. Liaison As needed, assist in coordinating efforts with Marketing, Technology, Building Services and others to ensure group’s needs are met. Supplies Ensure that basic supplies for team are kept stocked and accessible to team members. Office Management Coordinate with building management and maintenance with any issues that arise, create building passes, greet clients, prepare tea/coffee for client meetings, keep meeting rooms clean, answer incoming calls, ordering stationery and kitchen supplies, help with the upkeep of the office, emptying dishwasher and keeping kitchen clean. Expenses Coordinate collection of receipts and reconcile corporate cards on a monthly basis Qualifications : Extensive experience working in a corporate environment. Advanced working knowledge of Microsoft Office Suite including Outlook, Word, Excel and PowerPoint. OUTLOOK: in calendar, ability to create and modify appointments and recurring appointments using the planner; familiarity with features such as labels and private appointments; in E-MAIL, the ability to compose, send and forward emails as well as perform e-mail blasts and familiarity with features such as inbox management (folders), sort and search. WORD: ability to create and modify communications using features such as header/footers, pagination, tables, mail merges, hyperlinks, etc. EXCEL: ability to understand, create and use advanced functions and formulas to create workbooks, pivot tables, charts and graphs. POWERPOINT: ability to create and modify presentations using advanced functions such as animation and transition, inserting charts, graphs and objects and merging presentations. Strong organisational skills Excellent interpersonal skills and phone manner – “can do” attitude and “always willing to go the extra mile” Excellent verbal and written communication skills – ability to convey thoughts clearly and succinctly and to communicate pertinent complex information in a clear and organised manner; ability to compose general correspondence, memos and other documents that require little or no editing by manager. Ability to multi-task and adapt to shifting priorities. Strong orientation toward teamwork. Ability to work independently or with minimal supervision.