Administrative Assistant - Global Investigation & Security

About the role

This Administrative Assistant position supports the Global Investigation & Security (GIFS) function, including the Director of Security, Asia. It keeps administrative processes efficient, compliant and audit-ready, and covers general administrative coordination, vendor management and financial processing such as invoice payments and vendor onboarding.

Key responsibilities

• Provide day-to-day administrative support to Global Investigative & Forensic Services and Corporate Security teams, and support the Director of Security, Asia
• Maintain and update GIFS SharePoint sites, email distribution lists and onboarding of new employees (Teams, SharePoint, bios and profiles)
• Respond to ad hoc requests, including travel and expense inquiries
• Coordinate meetings, conferences and events, including logistics, catering and technology, and coordinate agendas and timekeeping
• Publish GIFS newsletters and internal communications through SharePoint and Viva Engage
• Process and track invoices, support payment coordination, and conduct first-level review of Concur expense reports
• Compile GIFS expenses to be charged back to LTC and FedPoint quarterly, maintain vendor records and support contract administration
• Administer SharePoint and Viva Engage, manage documents and access controls, and support communication initiatives
• Manage documentation so records are audit-ready, support procurement of office supplies, and help improve workflows and administrative trackers

Required profile

• Degree holder with at least 2-4 years of experience in Financial Services, preferably in a large multinational or global company with senior stakeholder engagement experience
• Strong track record supporting executives
• Well organized, able to work under pressure and meet tight deadlines
• Able to handle ambiguity with sound business judgment, multitask and complete complex tasks with little guidance
• Excellent written and verbal communication and interpersonal skills
• Business Administration, Investigations or Security training is a plus

Required skills

• Knowledge of various systems and Microsoft Office
• SharePoint and Viva Engage administration