Administrative Assistant

Role Overview

• Provide day-to-day administrative support to Global Investigative & Forensic Services and Corporate Security teams.
• Maintain and update GIFS SharePoint sites including library structure, access, and governance.
• Maintain GIFS email distribution lists.
• Support onboarding of new employees (Teams, SharePoint, bios and profiles).
• Provide administrative support to the Director of Security, Asia.
• Respond to ad hoc requests including travel and expense inquiries.
• Coordinate meetings, conferences, and internal events including logistics, catering, and technology.
• Support agenda coordination and provide timekeeping during events.
• Coordinate and publish GIFS newsletters and internal communications via SharePoint and Viva Engage.
• Support vendor onboarding and setup in EzPay for invoice processing.
• Process and track invoices and support payment coordination.
• Conduct first-level review of Concur expense reports and follow up on required edits.
• Compile GIFS’ expenses to be charged back to LTC and FedPoint.
• Maintain vendor records and support contract administration.
• Administer SharePoint and Viva Engage platforms.
• Ensure document management and access control standards are maintained.
• Support communication and engagement initiatives across the security function.
• Manage documentation and ensure audit-ready record keeping.
• Support procurement and ordering of office supplies.
• Assist with workflow improvements and administrative trackers.

Requirements

• Degree holder with a minimum 2-4 years of experience in Financial Services industry, preferably a sizeable, multinational, and/or global company with senior stakeholder engagement experiences
• Strong track record supporting executives
• Well organized with excellent sense of work prioritization
• Ability to work under pressure and meet tight deadlines
• Knowledge and experience dealing with a variety of different systems, and Microsoft Office
• Ability to deal with a high level of ambiguity and utilize sound business judgment
• Great organizational skills, a strong bias for action and the ability to multitask effectively
• Ability to complete complex tasks and projects quickly with little guidance
• Excellent communication (written and verbal) and interpersonal skills
• Flexible, with the ability to prioritize and handle multiple assignments at any given time while maintaining commitment to deadlines
• Training, education in Business Administration, Investigations, or Security nice to have.

Benefits

• We’ll empower you to learn and grow the career you want.
• We’ll recognize and support you in a flexible environment where well-being and inclusion are more than just words.
• As part of our global team, we’ll support you in shaping the future you want to see.