Objective: The purpose of the job is to provide administrative and secretarial support to members of the organization and provide backup, as needed.
· General Administrative Support
Provide general administrative assistance to include phone coverage, copying, faxing, filing, spreadsheet work and presentation preparation. Acquire and maintain a good understanding of Moody’s business, and particular business line being supported, in order to provide optimal customer service. Uses initiative to relieve executives of detail work.
· Department Wide Support
Provide general administrative support for department wide activities including the timely on-boarding of new associates (including follow-up on start date) and involvement in group event planning and in group-wide initiatives as assigned
· Administrative Back-Up
As needed, support Senior Management team. 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.
· Meeting Coordination
Process meeting requests for team including setting up appointments, reserving conference rooms, requesting security passes for guests, arranging for teleconference numbers, refreshments, handouts, etc.
· Travel & Entertainment
Arrange all 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. Timely and accurate preparation and submission of T&E reports for each analyst supported, ensuring that company policies are followed and that proper and organized documentation is provided to support the report.
· Accounts Payable
Timely and accurate preparation and submission of Accounts Payable vouchers, ensuring that proper accounts are used, and amounts are correct and that proper and organized documentation is provided to support the voucher.
· Change Agent
Assist in reviewing department administrative processes, consistently implementing efficiency improvements and establishing new processes when necessary. Establish clear protocols on standards of service and identify competencies with the secretarial team. Effectively manage performance across the team.
· Event Planning
Assist/Coordinate and plan department-wide events including group meetings, off-sites, outings and receptions taking care to stay within prescribed budget.
· Space Management
Assist/Oversee department space usage, coordinating all moves, renovations, space upgrades, etc.
Prompt and accurate preparation of various correspondence.
As needed, assist in coordinating efforts with Technology, Building Services and others to ensure group’s needs are met.
Ensure that basic supplies for team are kept stocked and accessible to team members.
· 5+ years related experience working in a corporate environment
· Advanced working knowledge of Microsoft Office Suite including Outlook, Word, Excel and PowerPoint.
Ø OUTLOOK: In CALENDAR, ability to create and modify appointments and recurring appointments using the planner; familiarity with features such as labels and private appointments; in E-MAIL, the ability to compose, send and forward emails as well as perform e-mail blasts and familiarity with features such as in-box management (folders), sort and search.
Ø WORD: ability to create and modify communications using features such as header/footers, pagination, tables, mail merges, hyperlinks, etc.
Ø EXCEL: ability to understand, create and use advanced functions and formulas to create workbooks, pivot tables, charts and graphs.
Ø POWERPOINT: ability to create and modify presentations using advanced functions such as animation and transition, inserting charts, graphs and objects and merging presentations.
· Strong organization skills
· Excellent interpersonal skills and phone manner
· Excellent verbal and written communication skills – ability to convey thoughts clearly and succinctly and to communicate pertinent complex information in a clear and organized manner; ability to compose general correspondence, memos and other documents that require little or no editing by manager.
· Ability to multi-task and adapt to shifting priorities
· Strong orientation toward teamwork
· Ability to work independently or with minimal supervision
For San Francisco positions, qualified applicants with criminal histories will be considered for employment consistent with the requirements of the San Francisco Fair Chance Ordinance. For New York City positions, qualified applicants with criminal histories will be considered for employment consistent with the requirements of the New York City Fair Chance Act. For all other applicants, qualified applicants with criminal histories will be considered for employment consistent with the requirements of applicable law.
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