Tax-Bengaluru-Support-Administrative Assistants - Non MC

Division Description

We're a team of specialists charged with managing the firm's worldwide taxes. We are responsible for tax compliance, financial reporting of taxes, tax planning, business advisory and management of taxing authority examinations. Our work contributes directly to the firm's success, and the division is ideal for creative and collaborative individuals who have strong ethics and attention to detail.

Responsibilities: Provide administrative support to the APEJ regional tax management and broadly the division in India.

Key Responsibilities:

Calendar & Administrative Management

• Extensive Calendar Management; Includes keeping a vigilance on Internal, External & Global meetings with Senior MD's & Partners as per the required Time zones.
• Help division in weekly review of sanity check and policy adherence of expenses, Tech accesses filed by others for MD approval.
• Schedule Connect sessions & Skip levels for the MD/Sr VP to stay connected with the junior level team.
• Review vendor payments on for Tax management approval on internal billing systems and track payment processing.
• Ensure all business regions & budget approvals are in place for the Teams upcoming business trips.
• Provide Monthly and quarterly Head Count and allocation report.
• Collate and circulate Weekly updates for the Global team.
• Provide any adhoc reports in Excel, PPTs...Etc as requested by the MD/Sr VP.
• File weekly time entry on behalf of the MD/Sr VP
• Ensure sufficient stationary supplies are in place at all times.
• Maintain confidentiality while filing and timely shredding of the same. Administrative support on couriering, copying, scan..etc.
• Organize end to end travel for the MD with the help of online Concur tool on Ticketing and accommodation, transport. Co-ordinate and arrange multiple meetings while on site with the Senior MD's and Partners. Arrange for Office and access card activations.
• Booking conference rooms & VC with the help of Online booking tool for regional and global meetings.
• Arranging logistics such as Food and Beverages, visitor passes, security clearance for external visitors visiting the MD as required.
• Help file yearly reimbursements and medical expenses when need arises.
• Arrange internal/external events such as 10yrs services completions, VP Onsite sessions, Bdays, Farewells, Team celebrations..etc by booking venue, arranging Dinner/Lunch boxes, visiting the sites, conduct negotiations, Menu and venue setup finalizations, organizing corporate gifts...etc.
• Circulating Internal communications for the team

• Filing expense report on Concur application and ensure the MD's expense claims are submitted and expensed out on time.
• Keeping a tab on Amex reconciliations if any.
• Filing and retaining a record of the same for future Audits.

• Drafting and finalizing the agenda for Senior MD's and Partner visits.
• Update senior visitor details on the online Firm Log.
• Arrange for Invite letter, Office setup, Building access, Escorting, Food and car arrangements for the visitor.
• Book meeting rooms and arrange for Lunch & Dinner networking sessions.

• Maintenance of RMS and ensure employees have the required access to the applications for their daily tasks.
• Help file expenses on Concur and provide guidance on claim policies.
• Update and maintain Cyborg application on manager details for all employees.
• Event management for the team.
• Provide HR support for on boarding New Hires and ensure NEP system/building accesses are in place. Update leave of absence, transfers, Time tracker on Artemis.
• Travel Management: Coordinate business trips and ensure adherence to the Firms Travel policy.
• Administrative Support to the Chief of Staff (COS) by arranging logistic support for the internal/external events such as Business planning sessions, VP Onsite sessions, Team celebrations and agenda for the senior visitors.
• Assisting in monthly tax accrual process by generating internal reports, coordinating with teams across different jurisdiction in collating data and sharing the same with relevant stakeholders
• Maintain team distribution lists and Org Charts of the team
• Provide or compile any adhoc reports in Excel, PPTs. etc as requested