Administrative Coordinator

"I can succeed as a Senior Executive Assistant at Capital Group."

Role Summary: Partners with EACG Snr Managers to consistently provide a high level of support through proactive work practices, strong execution and consistent follow-through. May also provide administrative support to a broader department or team. Independently manages a range of tasks and responsibilities. Works under direction only as needed. Applied deep working knowledge of the asset management industry, Capital Group, EACG and Managers/ priorities and preferences to support their managers. Optimizes their managers' time and efficiency by taking full ownership of all support. Proactively withs with peers to ensure the success of the coverage team. Where necessary, perform tasks to support the local office environment.

• Extensive calendar management using good judgment and initiative to prioritize effectively; respond promptly to polling requests; communicate changes and updates to managers and colleagues appropriately
• Coordinate meetings with internal associates and external contacts. Schedule meeting rooms, visitor passes, and equipment as required. Meet, greet and escort visitors, meeting attendees and candidates.
• Manage complex travel arrangements to meet schedule, budget guidelines, and manager preferences. These may include multiple destination trips and high-risk locations. Proactively manage visa and passport requirements; arrange Global Entry and TSA Preclear if suitable; research and arrange security measures when needed; provide detailed itineraries and assist managers with check-in and booking of in-flight options before departure
• Complete monthly multi-currency business expenses; reconcile personal out-of-pocket and corporate card charges using Concur online expense tool
• Produce general correspondence, reports, and presentations. Develop appropriate formats and check for grammar, punctuation, and spelling
• May organize and manage small department/team meetings and events
• Provide team support and back-up coverage for peer assistants
• Keeps abreast of internal administrative policies, practices and guidelines and proactively identifies opportunities to improve work processes/flow to better leverage own and department's workload
• Participate in project teams or focus groups when required
• Performs additional tasks as assigned

• Teamwork / Service Orientation
  
  
  • Maintains and leverages a broad network of colleagues and peers to remove obstacles and maximize efficiency for their managers
  • Exemplifies Capital's core values
  • Takes initiative to find common ground, brining associates together to find effective solutions
  • Partners with peers to drive the success of the entire coverage team
• Core Administration / Ownership
  
  
  • Drives administrative responsibilities, minimising the administrative burden on managers
  • Autonomously prioritises work and managers deadlines without prompting or reminder
  • Demonstrates consistent accuracy and attention to detail
  • Uses a well-developed understanding of processes, systems, manager preferences and priorities to navigate and prioritise effectively
  • Uses a well-developed understanding of investment industry and manager priorities to anticipate needs and drive administrative efficiency
  • Proactively engages with evolving technology to remain current and contribute to effectively functioning systems
• Communication
  
  
  • Demonstrates effective written and oral communication skills with a diverse group of associates and senior business leaders
  • Demonstrates personal accountability and flexibility
  • Proactively seeks feedback to continuously improve efficiency and performance; delivers feedback to improve manager and team outcomes and processes
  • Maximizes managers' time by effectively driving, filtering and streamlining the flow of communication
  • Seeks to understand how information and events impact manager priorities to improve the ability to anticipate needs and be proactive
  • Able to respond productively to feedback from all sources
  • Distinguishes effectively between urgent and non-urgent requirements and adapts communication accordingly
• Drives Change
  
  
  • Creates best practices and shares knowledge and experience freely
  • Embraces change with positivity
  • Challenges the norm and actively seeks to make improvements where possible

• Support infrastructure of the office, including compliance with the landlord and government bodies/authorities' requirements.
• Plan and coordinate office support services including reception, mail, travel, purchasing and managing inventory of office equipment, furniture, supplies, and catering.
• Oversee office security and fire/building safety.
• General maintenance of the office and equipment.
• Work closely with the Business Continuity Team and assist in the preparation, maintenance, and administration of the Business Continuity Plans (BCP) and periodic BCP testing.
• Coordinate visitor arrivals, departures, and relocations, which include reception, accommodation, assigning visitor offices and/or workstations.