Internal Audit-Bengaluru-Support-Administrative Assistants - Non MC

Job Description

Responsibilities: Provide administrative support to the India IA management and broadly the division in India.

Key Responsibilities

Calendar & Administrative Management

• Extensive Calendar Management; Includes keeping a vigilance on Internal, External & Global meetings with Senior MD’s & Partners as per the required Time zones.
• Help division in weekly review of sanity check and policy adherence of expenses, entitlement requests filed by others for MD approval.
• Schedule Connect sessions & Skip levels for the MD/Sr VP to stay connected with the junior level team.
• Review vendor payments on internal billing systems and track payment processing.
• Ensure all business regions & budget approvals are in place for the Teams upcoming business trips.
• Provide Monthly and quarterly Head Count and allocation report.
• Collate and circulate Weekly updates for the Global team.
• Provide any adhoc reports in Excel, PPTs, word format as requested by the MD/Sr VP.
• File weekly time entry on behalf of the MD/Sr VP
• Ensure sufficient stationary supplies are always 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 with the help of online Concur tool on Ticketing and accommodation, transport. Co-ordinate and arrange multiple meetings while on site with the Senior MD’s 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 MD as required.
• Help file yearly reimbursements and medical expenses when need arises.
• Arrange internal/external events such as 10yrs services completions, VP Onsite sessions, Bdays, Farewells, Team celebrations. etc by booking venue, arranging Dinner/Lunch boxes, visiting the sites, conduct negotiations, Menu and venue setup finalizations, organizing corporate gifts etc.
• Circulating Internal communications for the team
  
  

• Filing expense report on Concur application and ensure the MD’s expense claims are submitted and expensed out on time.
• Keeping a tab on Amex reconciliations if any.
• Filing and retaining a record of the same for future Audits.
  
  

• Drafting and finalizing the agenda for Senior MD’s and Partner visits.
• Update senior visitor details and calendaring support to inbound senior visitors.
• 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.
  
  

• 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.
• Update and maintain Cyborg application on manager details for all employees.
• 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 on Artemis.
• Travel Management: Coordinate business trips and ensure adherence to the Firms Travel policy.
• Administrative Support to the Chief of Staff (COS) by arranging logistic support for the internal/external events such as Business planning sessions, VP Onsite sessions, Team celebrations and agenda for the senior visitors.
• Maintain team distribution lists and Org Charts of the team
• Provide any adhoc reports in Excel, PPTs, word format as requested by the MD/Sr VP.