JOB SUMMARY AND RESPONSBILITIES

Calendar & Administrative Management -
- Extensive Calendar Management; Includes keeping a vigilance on Internal , External & Global meetings with Senior MDs & Partners as per the required Time zones.
-Help the controllers management in weekly review of sanity check and policy adherence of expenses, Tech accesses filed by others for their approval.
-Schedule Connect sessions & Skip levels for the MD/Sr VP to stay connected with the juniorlevel team.
-Review vendor payments for the Controllers management approval on Ariba/I2P systems.
-Ensure all business regions & budget approvals are in place for the Teams upcoming business trips.
-Maintain and update Org chart at appropriate levels periodically.
-Provide Monthly and quarterly Head Count and allocation report.
-Collate and circulate periodic updates for the management, as necessary from time to time
-Provide any adhoc reports  as requested by the MD/Sr VP
-File weekly time entry on behalf of the MD/Sr VP
-Ensure sufficient stationary supplies are in place at all times.
- Handle every piece of GS specific information with utmost confidentiality and ensure timely shredding of documents post use. 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 MDs 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 controllers management as required.
- Help file yearly reimbursements and medical expenses as and when required.
- Arrange internal/external events such as 10 years service anniversaries, 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 to the relevant controller teams as appropriate
Expense Management -
- Filing expense report on Concur application and ensure the MDs expense claims are submitted and expensed out on time.
- Keeping a tab on Amex reconciliations if any and filing/retaining a record of the same for future audits
Visitor Management -
- Drafting and finalizing the agenda for Senior MDs and Partner visits.
- Update senior visitor details on the online Firm Log.
- 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.
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Controllers- Team Support -
- Maintenance of Role management system and ensure employees have the required access to the applications for their daily tasks.
- Help file expenses on expense management portal 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 Artimes.
- 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 a Org Charts of the team