Job Title:  Assistant

Roles & Responsibilities:

We are seeking a dynamic organized and efficient Administrative Assistant to work closely with the various Business Unit heads and their teams within the Global Markets Division. She/he would be part of the three-member Global Markets Admin Assistants team. The ideal candidate will be responsible for managing administrative tasks, coordinating schedules, and ensuring smooth office operations.

• Responsible for a broad variety of administrative tasks for the department
  • Admin tasks relating to new joiners/leavers/transfer cases
  • Manage Joiner/Leaver checklists
  • Coordinate and assist in the smooth on-boarding of new employees, including creating welcome messages, raising various application requests and following up on approvals
  • New joiner set-up includes raising various access requests, assigning desks, coordinating with IT for PC/Phone set-up and assist in various other on-boarding tasks

• Contribute to various divisional-level activities such as
  • Attendance tracking and leave request monitoring
  • Business Continuity related tasks such as call tree, infra arrangements, etc.
  • Making requisite arrangements for employee engagement activities and various team events or department events; includes conference room bookings and arranging catering as required
  • Coordinate with IT to resolve IT issues impacting the broader team
  • Manage internal desk booking system to assign desks and coordinate desk moves
  • Managing inventory of the assets for the team
  • Coordinate approvals for shift allowance
  • Get trained on various internal online tools and educate staff on the same if required

• Travel, T&E, Purchase Requests  
  • Prepare detailed travel itineraries for senior management and manage travel expense reports
  • Coordinate with division-wide travellers, HR and travel desk to make necessary international/domestic travel arrangements such as hotel & airline booking and arranging forex etc.
  • Check Travel and Expenditures submitted by staff and help staff to raise various other T&E requests such as internet reimbursement, CFA fees etc.
  • Manage various purchase requests by requisitioning the same through internal systems and follow-up as necessary with various functions

• Visitors
  • Manage the organisation of special events, dinners for visitors, etc.
  • Greet and provide administrative assistance to visitors from other offices

• Executive Support to various BU heads
  • Manage complex calendars for senior management
  • Requires coordinating with various stakeholders across different time zones
  • Checking deadlines of upcoming tasks and announcing them to management for appropriate action
  • Contribute to the development of internal processes and procedures
  • Manage, lead and assist the team in various projects/tasks and communicate and manage dependencies affecting the deliverables