Job Description

They will support the department head in the leadership of the department and work closely with the department’s senior management team. They will also liaise closely with their peers in other departments. We are looking for a candidate who is a self-starter and can show a good degree of initiative coupled with attention to detail. They need to have experience of working with a management team.

• Collaborate with section managers in gathering information for monthly reports for site senior management
• Track and analyze monthly department headcount and space requirements, and plan accordingly
• Plan and maintain the agenda and minutes, and oversee follow-up actions from the department management meetings
• Maintain records management inventory for the department; ensure teams are meeting Citi’s records requirements
• Continuity of Business lead for the department. This entails keeping staff information up-to-date; participating in related calls, organizing call tree tests, etc.
• Support the senior managers with processing of Statements of Work and Invoicing
• Manage quarterly department town hall, create agenda, gather materials with team leads
• Coordinate department manager appointments, meetings, receptions and conference calls
• Coordinate & support senior management site visits
• Prepare, reconcile, and track expense reports through Travel and Entertainment Expense system for department manager
• Track office supply levels and order proactively through Procure to Pay system
• Preparation of ad-hoc reports and special projects
• Maintain internal distribution lists for the teams, reviewing monthly
• The ideal candidate will also support the senior managers with periodic vendor reviews and other interesting projects

Required Knowledge, Skills, and Abilities

• Candidates should be very competent using Word, PowerPoint and Outlook.
• Experience of using Concur, Procure to Pay, or other invoicing systems will be a distinct advantage.
• Delivery-focused
• Effective Judgment & Decision Making
• Robust Organization and planning
• Analytical
• Successful Communicator
• Valuable Collaborator