The purpose of the job is to provide administrative and secretarial support to members of the organization and provide backup to facilities related tasks, 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 specific business line being supported, to provide efficient customer service.
Uses initiative to relieve executives of detail work.
**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.
**Vendor Management**:
- Follow the Free trade zone process for vendors and visitors.
- Answer, screen, and forward incoming calls.
Such as: Banks, vendors and other enquires.
- Handle and receive orders, printing and copying.
- Receive and distribute mail and deliveries, packages, and courier coordination
- Arrange car services and handle logistics as requested by office manager and other administrative assistant in Costa Rica, rooms cleaning and standard office equipment and supplies, such as printer, ink or toner, paper, etc.
- Report to office manager and place service requests with building management for maintenance or repairs if vital.
- Report any malfunctions Office Manager Build and maintain updated documents for contacts, files, and employee directory.
- Storage inventory control for 4th and 5th floor.
- Report to office manager and place service requests with building management for maintenance or repairs if vital.
- Restock kitchen area daily.
Assist office manager with quotation, vendors invoices, etc
**Access and entrance to facilities**:
- Print and activate badges for New Colleagues
- Greet visitors, vendors, new colleagues, and maintenance teams for programmed monthly visits.
- Coordinate badge activation with the Landlord receptionist.
**Travel**:
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.
**Change Agent**
Assist in reviewing department administrative processes, consistently implementing efficiency improvements and establishing new processes when vital.
Establish clear protocols on standards of service and identify competencies with the secretarial team.
Optimally 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.
**Correspondence**
Prompt and accurate preparation of various correspondence.
**Liaison**
As needed, assist in coordinating efforts with Technology, Building Services, and others.
- 5+ years related experience working in a corporate environment.
- Advanced solid understanding of Microsoft Office Suite including Outlook, Word, Excel, PowerPoint and SharePoint.
- Fabulous 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.
- Strong organization skills: time management and ability to prioritize and shift priorities.
- Ability to interact comfortably and effectively with Senior Management.
- Good presentation skills.
- Ability to independently compose general correspondence, memos and other documents for distribution to both internal and external clients of all levels.
ROC (ROC)
Moody's is an equal opportunity employer.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status, sexual orientation, gender expression, gender identity or any other characteristic protected by law.
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