Business Support Senior Specialist - Administrative Services (Mid and Night Shift)

The Role

This role will primarily support several local teams and onshore stakeholders. It is responsible for ensuring the smooth and efficient operation of business activities by managing administrative tasks such as logistics, vendor purchasing, scribing, and event management. The position is expected to maintain a high level of organisation, coordination, and productivity while supporting both local and global operations. This role will be part of a team of administrative professionals who will have specific stakeholder assignments and the opportunity to collaborate on cross-business projects and large events. The position will report to an administrative services team leader. The shift for this role will either be AU (6am-3pm), APAC (8am-5pm/9pm-6pm), EMEA (3pm-12mn), or North America (9pm-6 am), depending on the business being supported, with the possibility of changing shifts as required by assignments.

• Schedule Management 
  • Responsible for managing the Executive calendar, including scheduling/declining meetings, setting up agenda, logistics and peripherals needed for the meeting. 
• Travel, Guest Support 
  • Plans the travel of the executive. Itineraries, key people to meet and agenda are discussed and agreed for the planned business travel.  As a host, he/she coordinates the agenda of incoming guests, assists on room reservation, temporary access card and other requirements for the guests’ visit.
• Events Management 
  • Plans and leads events related to the function of the executive, includes budgeting and cost effectiveness.  Collaborates with different vendors and corporate functions if needed such as IT (Information Technology), communications, marketing, procurement, and finance. 
• Vendor Sourcing 
  • Sources vendors specific to the needs of the business and accredits them as needed. Also act as the administrative manager for the team’s contingent workers, responsible for the on-boarding and off-boarding.  Contingent workers’ timesheets are reconciled against received invoices to ensure correctness of the expense. 
• Record Keeping 
  • Handles correspondence, memoranda, contracts, and proposals with high levels of discretion. Also responsible for maintaining/monitoring records relevant to the function of the executive.  
• Payment, Expense Support 
  • Adaptable to utilizing different systems needed to process payments and expense. Coordinates with the vendor or corporate support when issues arise and ensures that payments and expenses are booked in the correct charge code, following finance timelines.  They aid in raising expense reimbursement and tracks/prepares expense report, shared timely to the executive. 
• Presentation, Comms Support 
  • Supports the executive on drafting reports and presentations including data gathering, analysis, and insights – or working with other groups to obtain the required analysis and insight.  May work with communications team in preparing comms (Newsletter, Townhall Presentations, Video Materials, Colleague Announcements) supporting different initiatives and activities of the executive.  
• Intranet/License Renewal Support 
  • Be equipped at managing Team Collaboration Sites, design and lay-out to setting-up of accesses and folder structure.  Also responsible for renewing licenses critical to the execution of the tasks of the executives’ team 
• Client Work, Project Management Support 
  • May be assigned temporarily to handle client work such as billing, invoicing, data scrubbing, forms validation, ticket management, content research – relevant to the need of the business.  To provide Project Management support, which includes assisting to draft a project plan, monitoring of project milestones, facilitates issue resolution, and trigger post go-live review. 

The Requirements

• Bachelor's degree in a relevant field or the equivalent work experience. 
• At least 2 years' relevant experience in administrative support roles preferred. 
• Proficient computer skills, including MS Office (Word, Excel, PowerPoint). 
• Excellent verbal and written communication skills. 
• Able to work in a hybrid scenario (onsite and work from home) 
• Can work in different shifts (APAC, EMEA, North America) 

Skills 

• Strong organizational skills and ability to manage own time and handle multiple tasks simultaneously. 
• Strong communication skills, both written and verbal. 
• Attention to detail and accuracy in completing tasks. 
• Ability to multitask and prioritize workload effectively. 
• Solution focused  
• Able to work independently  
• Collaborative when working with a team. 
• Professional and positive attitude with excellent interpersonal skills. 
• Basic knowledge of administrative tasks such as scheduling, record keeping, and correspondence. 
• Proficiency in office equipment and systems. 
• Ability to handle sensitive and confidential information with discretion. 
• Excellent customer service orientation and ability to interact professionally with clients and colleagues.
• Proficiency in using productivity software such as Microsoft Office Suite and other relevant software. 

WTW is an Equal Opportunity Employer