DESCRIPTION This role will Provide secretarial / administrative support and to work as part of the Administration Team on policies and procedures. Core functions of the role are :1. Scheduling Management for MDs: – Calendar management and set up of all internal/external meetings; including confirming meeting participants, distributing/collecting meeting material. – Maintain calendar updates including preparation of travel itineraries / schedules for business trips (compiling travel details & contact telephone numbers as needed.) – Arrange all conference rooms, AV equipment, dial in numbers and videoconference facilities for meetings and conference calls. – Provide feedback on changes made and progress of schedule conflicts or adjustment to meeting plans as they arise. 2. Phone Management: – Answer phones, take messages, manage incoming calls for MDs 3. Travel: – Book all travel, including flights, hotels, currency, and taxis adhering to the Firm and Technology divisional policies. – Provide MD support and arrange for workstation access at additional office locations 4. Expenses: – Complete expense reports for MDs, ensure expense claims adhere to Firm policy. 5. Point of contact: – Provide general information on the department and Firm when required (promoting use of internal web pages, org charts, Firm directory where possible). 6. General Admin Tasks: – Filing, faxing, photocopying, distribution of MDs and EDs meeting content as needed. – Ordering of equipment and resources as listed on the Technology Office Administration guide, e.g. Business Cards, Wireless Devices, etc. 7. Visitor Support: – Arrange workstation for visiting senior leaders prior to their arrival Group activities: – Assist with coordinating department activities and functions, arranging team events, and help aggregate materials for team meetings as needed. Projects: – There may be an opportunity to become involved in a variety of Projects?; however, this is dependent on department and Officers you will support. 8. Technology Admin Team Duties: – Form a working partnership with other team members. Ensure absence coverage for own area and provide additional support and coverage where needed to other team members. – Confirm meeting attendance and communicate necessary meeting information to attendees.
QUALIFICATIONS Skills / Competencies that are essential to the role include: – Pro-active: identifies value add areas for MDs and EDs beyond day-to-day tasks. – Excellent organizational skills – Excellent time/priority management skills – Assertive – Good communicator – Good use of initiative, judgment and decision making – Flexible & adaptable to change – Excellent team member – Puts equal importance on all types of tasks Experience / Technical Skills required – Word /PowerPoint /Excel / Outlook: Intermediate level – Proven work experience (3 or more years) – Creation of word documents, excel spreadsheets & databases and presentations/reports. Formatting of word documents, if necessary importing data from/to various packages. Additional Qualification – Someone who is able to multi-task and prioritize projects based on information given and understanding of time management – The ideal candidate will have worked in a team environment and supported senior leader with a large team.