Finance Department Executive Assistant

Job Description

The Senior Administrative Asst provides support to another individual or group of individuals by handling correspondence, managing calendars and appointments, arranging conferences and conference calls, making travel arrangements and providing other administrative tasks.
Responsibilities:

• Directly supports a C15 level manager and generally supports an entire department
• Manages day to day calendar(s) of senior management; arranges meetings and secures meeting rooms
• Arranges conferences, meetings and events as required by the Unit; establishes priorities on behalf of manager or team
• Coordinates travel arrangements; prepare and distribute schedules/agendas for travel
• Assists team members with the documentation related to overseas travel Visa, ticketing, hotel, airport transfers, foreign exchange, ground transportation and expense reports
• Handles incoming calls; responds to inquiries
• Orders supplies and process invoices through Procure to Pay system
• Process and follow-up on Virtual Requests
• May prepare and review materials and correspondence for meetings
• Maintains and update files/records, produces reports and various correspondence
• Handles sensitive materials; maintain appropriate levels of confidentiality
• Performs other duties and functions as assigned
• Appropriately assess risk when business decisions are made, demonstrating particular consideration for the firm's reputation and safeguarding Citigroup, its clients and assets, by driving compliance with applicable laws, rules and regulations, adhering to Policy, applying sound ethical judgment regarding personal behavior, conduct and business practices, and escalating, managing and reporting control issues with transparency.

Qualifications:

• Previous office administration experience preferably within a large and complex financial services or similar organization
• Self-motivated and detail oriented
• Consistently demonstrates clear and concise written and verbal communication skills
• Proficient in Microsoft Office

Education:

• Bachelor's/University degree or equivalent experience
• Manage Internal communication
  • Work with your Budapest Citi Service Centre peers (across CSC business office, CRS, PR and marketing) to deliver consistent messages to Finance staff
  • Proactively manage various communication channels such as notice boards, online Collaborate presence, email newsletters, townhalls and any other channels
  • Tailor the messages to be communicated for best penetration and resonance with Finance staff
  • Collaborate on Budapest Citi Cervice Centre level efforts and represent Finance in communication related working group
  • Drive and administer Finance level volunteering committee agenda (Social Committee, VOE Committee, etc)
  • Prepare site level metrics and organizational charts
• Training Champion
  • Maintain Finance local training curriculum
  • Work with Budapest Citi Service Centre peers to deliver Site level trainings to Finance
  • Conduct all training administration tasks (facility bookings, GLMS training opening, survey follow up
  • Organize training events
  • manage related GLMS administration
  • assist in putting training material together
• Manage office environment
  • Track headcount / office space status
  • Holding ultimate responsibility over ensuring clean and well equipped office space through working with CTS, CTI, ISS and CATE
  • Arrange for catering for internal events
  • Work with VOE groups to address issues around office environment
• Onboarding related tasks
  • Lead newcomer onboarding efforts (buddy allocation, welcome pack)
  • Organize regular onboarding trainings
  • Maintain newcomer handbook updated
• Ongoing administration
  • Submit and track printer access, security id, internal desk move, taxi order queries
  • Full P2P administration and vendor management for Finance vendors
  • Distribute payroll papers and cafeteria benefits
  • Coordinate and administer professional fee expensing
  • Purchase sundry, branding gifts, etc as necessary
• Build internal knowledge base for admin related issues
• Event organizing
  • Responsible for organizing Finance hosted events

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Citi is an equal opportunity and affirmative action employer.
Minority/Female/Veteran/Individuals with Disabilities/Sexual Orientation/Gender Identity.

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