
Internal Audit Support Administrative Assistant
24 hours ago
Internal Audit-Bengaluru-Support-Administrative Assistants - Non MC
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
Expense Management
- 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.
Visitor Management
- 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.
IA- Team Support
- 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.
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