The purpose of the job is to provide administrative support to members of the organisation and provide backup, as needed.

• Travel & Entertainment

Assist in arranging 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. Organising visa applications for travelers in accurate and timely manner. Ensuring all bookings are compliant with our T&E policies and guidelines.

• Expenses

Timely and accurate preparation and submission of T&E reports for each team member supported, ensuring that company policies have been followed and that proper and organised documentation is provided to support the report. – Ensure all receipts are included from staff
– Monitor and inform manager if anybody has not given ALL their receipts
– Screen for any inconsistencies adhering to the T&E policy.
– Expense reports need to be monitored monthly for approval by their managers, if approvals have not been done within the month, please inform your manager.
– After reports have been approved by the manager, paper copies to be brought to accounts.
– Ensure client billable portions of expenses are invoiced.
– Assist finance where necessary.
– Escalate any problem cases to your manager.

• Meeting Co-ordination
  Assist in process meeting requests for team including setting up appointments, reserving conference rooms, requesting security passes for guests, arranging for teleconference numbers, refreshments, handouts, etc.

• General Administrative Support
  Provide general secretarial support to include copying, scanning and spreadsheet work. Acquire and maintain a good understanding of Moody’s business, and particular business line being supported, in order to provide optimal customer service.

• Phone Coverage

Answer all phones promptly and in a pleasant and professional manner. Take detailed messages and deliver them without delay to the intended party or assist callers by redirecting them to another available party who can help them. Co-ordinate with back-up admins to ensure that all phones on board are covered at all times.

• Administrative Back-Up
  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.

• Liaison
  As needed, assist team members by acting as liaison to Facilities with regard to equipment and building issues.

• Other
  May be called upon to take on additional responsibilities and/or perform other tasks as assigned.

Qualifications