Objective : The purpose of the job is to provide high-level administrative support to the Country Manager and regional staff, providing excellent customer service to both internal and external clients.
Act as a liaison to Corporate Headquarters and to local building management to ensure that all office operations are coordinated and run smoothly.
Manage operations of regional office, acting as liaison to building management on all issues concerning office facility (i.
e., maintenance, emergency management, security, etc). Responsible for vendor selection for general office services and supervising contractors while on-site.
Coordinate local projects with the Company’s Real Estate team and undertake local space management (oversee department’s space usage, coordinating all moves, renovations, etc.).
Yearly budget planning for the area of Regional Management and local corporate services.
Main point of contact for local Health & Safety (responsible for assessments and H&S training of staff).
Provide assistance for IT installations with guidance from the Company’s IT team.
C hange Agent
Proactively review office administrative processes, consistently implementing efficiency improvements and establishing new processes when necessary.
Establish clear protocols on standards of service.
Equipment and Supply Budget Management
May be called upon to order and maintain inventory of office, stationery, Fed Ex / DHL and pantry supplies. Review and approve office supply and technology related requisitions to ensure that department and local budget is maintained and not exceeded.
Liaison to Main Office ( s) and Support Groups
Act as liaison to all Moody’s offices and support groups to ensure that office needs are communicated and smooth processes are granted.
This includes coordination of on-boarding of new hires, processing requisitions, office event planning and participation in group-
wide initiatives as assigned (i.e., conference coordination, offsite planning, etc.).
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.
Provide general administrative assistance to office staff to include copying, faxing, filing, spreadsheet work and presentation preparation as necessary.
Acquire and maintain a good understanding of Moody’s business, policies and branding in order to provide optimal customer service.
Uses initiative to relieve executives of detail work.
Travel & Entertainment
Arrange travel for regional office staff 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 and company’s policy is applied.
Timely and accurate preparation and submission of T&E reports for each analyst supported, ensuring that company and tax rules are followed and that proper and organized documentation is provided to support the report.
The Department / Team :
The primary function of the Relationship Management department is the establishment, maintenance and management of rating relationships throughout Europe, the Middle East and Africa.
LI-AH2 Qualifications :
Related experience working in a corporate environment
Strong demonstrated working knowledge of, and skill in, the Microsoft Office Suite including Outlook, Word, Excel and PowerPoint.
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 email as well as perform e-mail blasts and familiarity with features such as in-
box management (folders), sort and search. WORD : ability to create and modify communications using features such as header / footers, pagination, tables, mail merges, hyperlinks, etc.
EXCEL : ability to understand, create and use advanced functions and formulas to create workbooks, pivot tables, charts and graphs.
POWERPOINT : ability to create and modify presentations using advanced functions such as animation and transition, inserting charts, graphs and objects and merging presentations.
Excellent organization skills
Experience from working with CRM tools, such as Salesforce.
Good judgment and decision-making skills
Excellent interpersonal skills and phone manner
Advanced verbal and written communication skills ability to convey thoughts clearly and succinctly;
Ability to independently compose general communications, memos and other documents for distribution internally and externally
Ability to multi-task and adapt to shifting priorities
Strong orientation toward teamwork
Ability to work independently requiring minimal supervision
Czech / Slovak language required native speaker
English language on advanced level