Team Leader - Administrative Services

Description

This role will be part of a team of administrative professionals who are expected to have focused stakeholder assignments and the opportunity to collaborate for cross-business projects and large events. The role will manage a group of administrative services analysts and be responsible for the quality and timely deliverables of the team being managed, as well as the development of the colleagues under this role.

The shift for this role will either be AU (6am-3pm), APAC (8am-5pm/9pm-6pm), EMEA (3pm-12mn), or North America (9pm-6am) depending on the business to be supported, with the possibility of changing shifts as per assignment.

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 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.
  
  

Qualifications

The Requirements:

• Bachelor's degree in a relevant field or the equivalent work experience.
• At least 5 years' relevant experience in administrative support roles preferred
• At least 2 years of team leader experience 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 lead others in a hybrid scenario
• Can work in different shifts (APAC, EMEA, North America)
• Can lead others in different shifts
• Able to motivate the team they lead
• Able to review and ensure quality results and timely deliverables 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.
  
  

WTW is an Equal Opportunity Employer