Administrative Services

The Role

• Schedule Management 

Responsible for managing the calendar of the Executive which includes 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 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 corporate functions if needed such as IT, 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. 

Detailed Tasks and Activities: Team Lead 

Regular touchpoint 

• Provide safe environment for discussions
• Identify development and learning needs
• Clarify objectives and priorities 

Work Management

• Ensure timely submission of timesheets
• Coach direct reports on tasks to be undertaken
• Guarantee quality output and submission on-time of direct reports deliverables

Monthly reports updates

• Prepare admin quarterly report including utilization, outstanding items, etc.
• Prioritize deliverables based on criticality and deadlines

Capacity Planning and Management

• Prepare distribution of workload to maintain work-life balance
• Identify overtime drivers 
• Review regularly the capacity and utilization of team to assess if additional headcount is needed or have capacity to help other teams

First level of escalation 

• Perform or initiate CPAR discussions, RCA, etc.
• Manage stakeholder experience on escalation.

Requirements

• At least 5 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), and lead others in a hybrid scenario 
• Can work in different shifts (APAC, EMEA, North America) and can lead others in different shifts  
• Able to motivate the team they lead 
• Able to review and ensure quality results from their direct reports 
• Able to help others prioritize 
• Able to take command responsibility for direct reports deliverables 
• Possess conflict resolution skills to manage conflicts that may arise among team members and maintain a positive work environment.
• Skilled in performance management processes, including conducting performance reviews, setting measurable goals, and providing effective feedback and coaching to team members for improved performance.
• Able to identify and address team member training and development needs to ensure that their team has the necessary skills and knowledge to be successful.

Skills 

• Very strong organizational skills and ability to manage own time and others time, while handling multiple tasks simultaneously. 
• Very strong communication skills, both written and verbal. 
• High attention to detail and accuracy in completing tasks, and in checking others’ work 
• Ability to multitask and prioritize own and others’ workload effectively. 
• Very Solution focused 
• Able to work independently  
• Highly Collaborative when working with a team. 
• Professional and positive attitude with excellent interpersonal skills. 
• Advanced knowledge of administrative tasks such as scheduling, record keeping, and correspondence. 
• Very proficient in office equipment and systems and can guide others on its use. 
• 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. 
• Able to identify risk early and propose mitigating actions 

WTW is an Equal Opportunity Employer