Administrative Services Team Leader

Summary

This role will primarily support several local teams and onshore stakeholders. This role is tasked to help ensure the smooth and efficient operation of business activities by handling the administrative activities such as logistics, vendor purchasing, scribing, and events management. The role is expected to maintain a high level of organization, coordination, and productivity while supporting local and global operations.

This role will be part of a team of administrative professionals who are expected to have focused stakeholder assignments, and with the opportunity to collaborate with each other 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 deliverable of the team being managed, as well as the development of the colleagues under this role.

The shift for this role will North America (9pm-6am) aligned to the North America 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

Detailed Tasks and Activities: Team Lead

• Regular touchpoint with team
  • 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
  • Prioritize deliverables based on criticality and deadlines
  • Prepare distribution of workload to maintain work-life balance
• Monthly reports updates
  • Prepare admin quarterly report including utilization, outstanding items, etc.
  • Submit capacity and resource management plan
  • Identify overtime drivers
  • Review and analyze operational metrics to ascertain improvement areas
• First level of escalation
  • Guide team in performing corrective and preventive action discussions, RCAs, etc.
  • Manage the stakeholder experience on escalation