Position Purpose

To provide administrative assistance to the GlobalView Executive Leadership team whilst maintaining a high level of discretion

Reporting Lines

VP Implementation & Project Services

Key Responsibilities

Executive Support Responsibilities

•Producing general correspondence, memoranda, presentations, reports and correspondence of a confidential nature on behalf of VP and Directors
•Screening telephone calls, fielding enquiries and requests and escalating urgent matters for VP’s attention
•Outlook Management - Inbox, Calendar and Contacts
•Documentation of Minutes/Action Items in Management Team meetings
•Distribution of incoming/outgoing mail
•Coordination of documents for authorisation
•Coordination and organisation of local, regional and global business functions, events, lunches and dinners – for both internal associates and clients
•Organising business appointments and room bookings
•Arranging domestic and overseas travel requirements for VP, Directors and Managers
•Approve Travel & Accommodation requests on behalf of VP and Directors as required
•Prepare itineraries, travel arrangements for international visitors
•Reconcile and submit expense reimbursements in Concur for VP & Directors
•Approve expense claims in Concur on behalf of VP and Directors
•Preparation of accounts for payment
•Coordination and production of annual GV Regional Bonus Plans
•Assisting with Special Projects as required e.g. Annual Client Calendar
•Line manager and team leader support as required
•Ordering business cards across Singapore, China & Australia and as required
•Order stationery for specific GV requirements
•CRM system user set up requests
•CRM Self Service approvals on behalf of VP and Directors
•Regional contact for creating OSCARs requests across Singapore, China & Australia
•Perform errands, purchases, etc. as required
•Attend Client Steering Committee Meetings - preparation, drafting and distribution of agenda and minutes, attendance at meetings to scribe minutes and actions.
•Produce and maintain GV APAC regional organisation charts - quarterly review,updating and publishing to SharePoint

•Sharepoint site administration and maintenance for GV APAC
•Preparation of T&E expenses and backing documentation for client billable travel required to support Client Billing Notifications (for VP & Director related travel)
•Monthly monitoring and follow-up of outstanding ADP mandatory training for GV Implementation & Project Services / Service Delivery organisations
•Assistance provided to Managers on TMS e.g. loading of performance goals for all GV Implementation & Project Services / Service Delivery associates. Ongoing TMS support to VP, Directors and associates regarding annual performance review process
•HR related administrative support as required e.g. service/ recognition awards, drafting of staff announcements, new associate setup and onboarding, induction, transfers, terminations, compensation & bonus plan tool support, etc.
•Flexibility to attend after hours calls as representative of Global Advisory Group, Hotel & Travel Program & Global Procurement, etc. as required
•Adhoc assistance to GV Sales & Relationship Management organisations e.g. for bids, tender, proposal submissions, etc.
•On call and after hours support to GV APAC VP and Directors as required

Branch Office Administration

•Distribution of internal communications to the organisation
•Assist with the coordination of conferences
•Coordinate Branch updates nationally
•Reception coverage as required
•Member of the Global Advisory team managing the preferred hotel list for the region
•Travel administration in conjunction with the ANZ Executive Assistant
•Updating the ADP Travel Policy in conjunction with the ANZ Executive Assistant
•Administrator for document storage through Iron Mountain in conjunction with the ANZ Executive Assistant
•Cab Charge allocation and reconciliation
•Back up support for ANZ business as required (in absence of ANZ EA)
•Various branch errands as required
•Update local and corporate distribution lists for GV APAC
•Annual update of Business Continuity Plan/EMT & RCT contacts for GV Australia
•Maintenance and administration of GV allocated car parking register at Nexus Court
•Point of contact for facilities and OH&S issues for GV Australia

Experience (essential/desired)

•Advanced in MS Office suite (Word, Excel, PowerPoint, Outlook)
•Ability to manage multiple projects concurrently
•Effective time management skills
•Excellent verbal and written communication skills
•Ability to communicate and interact at all levels
•Professional presentation
•Demonstrated excellence in customer service

Qualifications / Professional/Technical Skills

•Strong interpersonal, communication and negotiation skills
•Exceptional corporate representation
•Excellent people management skills
•Ability to work autonomously, employ initiative to find solutions, prioritise and exercise discretion
•Excellent organisation and administration skills
•A proactive and flexible work approach
•Ability to liaise at an executive level and to work under pressure
•High attention to detail
•Results oriented and a team player
•Significant experience in a similar level position in a corporate organisation
•Basic business accounting
•Concur, E3 Lumina, SharePoint 2010, Microsoft Lync & Live Meeting

A little about ADP: We are a comprehensive global provider of cloud-based human capital management (HCM) solutions that unite HR, payroll, talent, time, tax and benefits administration and a leader in business outsourcing services, analytics, and compliance expertise. We believe our people make all the difference in cultivating a down-to-earth culture that embraces our core values, welcomes ideas, encourages innovation, and values belonging. We've received recognition for our work by many esteemed organizations, learn more at ADP Awards and Recognition

Diversity, Equity, Inclusion & Equal Employment Opportunity at ADP: ADP is committed to an inclusive, diverse and equitable workplace, and is further committed to providing equal employment opportunities regardless of any protected characteristic including: race, color, genetic information, creed, national origin, religion, sex, affectional or sexual orientation, gender identity or expression, lawful alien status, ancestry, age, marital status, protected veteran status or disability. Hiring decisions are based upon ADP’s operating needs, and applicant merit including, but not limited to, qualifications, experience, ability, availability, cooperation, and job performance.

Ethics at ADP: ADP has a long, proud history of conducting business with the highest ethical standards and full compliance with all applicable laws. We also expect our people to uphold our values with the highest level of integrity and behave in a manner that fosters an honest and respectful workplace. Click https://jobs.adp.com/life-at-adp/ to learn more about ADP’s culture and our full set of values.