People & Culture Administrative Support

Role: P&C Administrative Support

Purpose of role: The P&C Administrative Support will help the effective running of the US P&C Team by providing high-level administrative support to the VP, P&C across the following areas.

Reports to: Vice President, People & Culture, US

_________________________________________________________________________

Key Responsibilities

Administrative Support

• Make travel arrangements and coordinates expenses for the VP, People & Culture, including flights, cars, hotels, etc.
• Supports as needed in the development of documents, presentations, and other materials
• Completes ad hoc information requests, reporting, and other activities as directed
• Manage sensitive matters with a high level of confidentiality & discretion
• Complete other duties as requested by the VP, P&C
• Provides high-level administrative support and assistance to the VP, People & Culture
• Manage the calendar, meeting invites, and scheduling appointments for the VP, People & Culture; attends meetings when requested to keep notes & record minutes; resolve any scheduling issues including liaison with other Admin colleagues

Team Operational Support

• Administers the “Years of Service” recognition program pin distribution and other programs as requested
• Provides operational & planning support for the annual P&C community meeting, including logistics, on-site coordination, and liaison with Travel & Workspaces
• Coordinate regular team meetings, including weekly and period meeting calendar invites, agendas, and attendees
• Administers the US P&C Sharepoint site ensuring that respective Centers of Expertise teams and Business Partners information is updated & accurate

Budget Support

• Manage purchase order process ensuring that all payments are made in a timely manner
• Coordinate the budget for the US People & Culture Team, including tracking purchase orders and monthly summary reporting
• Coordinate payment queries from suppliers in partnership with central Finance team
• Track all spend relative to the budget and flag issues

Regional Office P&C Support

• Provide back-up support to the Travel & Workspaces Coordinator to cover time off
• Partner with the Travel & Workspaces Coordinator to ensure regional office hires have the appropriate working space, access requirements, badges, etc.
• Administer the timekeeping platform for all central functions team members, including timecards, time off requests, and leave time
• Facilitate the on-boarding & new hire activities of all regional office hires

Behavioural Competencies

Action Oriented

Resourceful & Resilient

Manages Ambiguity

Communication

Technical Requirements of the Role-holder

• Excellent organisational skills and the ability to manage multiple high-priorities in a fast-paced environment.
• Comfort working across all levels of an organization, including with senior team members
• Detail oriented with experience working in Excel, PowerPoint, Teams, etc.
• Able to maintain a high level of integrity and discretion in handling confidential information
• Minimum of 2-5 years administrative experience, preferably in an HR / People & Culture capacity in a fast-paced environment
• Experience working in a matrixed organization / delivering success via influence
• Excellent interpersonal, communication and influencing skills including verbal and written