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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