Job Information
WTW Administrative Services in Taguig, Philippines
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 experienceon 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
WTW
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