Administrative Assistant – Global Security Support

About the role

The Administrative Assistant will provide essential support to the Global Investigation & Security (GSI) function, ensuring smooth administrative processes, vendor management, and financial administration. This role works closely with the Director of Security, Asia, and other senior security stakeholders to keep operations audit‑ready and compliant.

Key responsibilities

• Deliver day‑to‑day administrative assistance to Global Investigative & Forensic Services and Corporate Security teams.
• Maintain and update GIFS SharePoint sites, libraries, access permissions, and email distribution lists.
• Support onboarding of new employees, including Teams, SharePoint, and profile setup.
• Coordinate meetings, conferences, internal events, logistics, catering, and technology.
• Produce and publish GIFS newsletters and internal communications via SharePoint and Viva Engage.
• Onboard vendors in EzPay, process invoices, and track payments.
• Perform first‑level review of Concur expense reports and manage quarterly claim chargebacks.
• Administer SharePoint and Viva Engage platforms, ensuring document management and access control standards.
• Maintain audit‑ready documentation, support procurement, and improve administrative workflows.

Required profile

• Degree holder with 2‑4 years of experience in the financial services industry, preferably in a large multinational environment.
• Proven experience supporting senior executives and managing multiple priorities under pressure.
• Strong organizational abilities, attention to detail, and capacity to work with ambiguous situations.
• Excellent written and verbal communication skills.

Required skills

• Microsoft Office
• SharePoint
• Viva Engage
• EzPay
• Concur