Administrative Assistant

4 days left

Employer
PIMCO
Location
Singapore, Singapore
Salary
Competitive
Posted
16 Jul 2022
Closes
15 Aug 2022
Ref
15882538
Job Function
Operations
Industry Sector
Finance - General
Employment Type
Full Time
Education
Bachelors
About Us:

We are PIMCO, a leading global asset management firm. We manage investments and develop solutions across the full spectrum of asset classes, strategies and vehicles: fixed income, equities, commodities, asset allocation, ETFs, hedge funds and private equity. PIMCO is one of the largest investment managers, actively managing more than $2.2 trillion in assets for clients around the world. PIMCO has over 3,070 employees in 22 offices globally. PIMCO is recognized as an innovator, industry thought leader and trusted advisor to our clients.

PIMCO is one of the world's premier fixed income investment managers with thousands of professionals around the world united in a single purpose: creating opportunities for our clients in every environment. Since 1971, we have brought innovation and expertise to our partnership with the institutions, financial advisors and millions of individual investors who entrust us with their assets. We aspire to cultivate performance and leadership through empowering our people, diversity of thought, and a commitment to an inclusive culture that engages in our global communities.

Position Description:

Position Description
We are looking for an Administrative Assistant to join the Singapore admin team to support multi-function teams (approx. 15 employees). This is a very multifaceted role which requires a hand-on approach, excellent organisational skills and an aptitude for problem solving.

Responsibilities:
• Coordinating & scheduling Client Meetings - Coordinate client meetings for managers and handle the scheduling, agenda preparation & circulation, meeting materials preparation, meals/refreshments and other logistics such as conference call dial in and VC connections. ; prepare meeting materials as needed;
• Coordination of the Global Visitors schedules
• Maintaining calendars - Stay up-to-date and knowledgeable of the managers & teams calendars and ensuring the global PIMCO calendars and local calendars are consistent
• Scheduling Client Meetings in global offices - coordinate with assistants in global offices to facilitate in the smooth set up & running of the meetings. Preparation of any travel agendas and meeting materials.
• Video/audio conference setup among global offices
• Travel and hotel booking - know the travel policy and ensure that policies are adhered to i.e. hotels within budget, class of travel etc., booking of flight & hotel for the team, ground transportation, preparation of travel itineraries.
• Expense reports and reimbursements - Process expense reports through the Concur system; monitor and track managers' expenses until reimbursement; Reconcile monthly credit card statements to all expenses on time
• Filing and organizing administrative paperwork
• Maintenance and update of compliance registers and invoice processing for Legal & Compliance and Operations (Counselink and Readsoft)
• General admin as part of the Singapore Assistants team
• Invoicing
• Maintenance and update of compliance registers and invoice processing for Legal & Compliance and Operations (Counselink and Readsoft)
• Formatting of internal/external Powerpoint presentations

Position Requirements:

Position Requirements
• 3 + year's experience
• Highly organised with effective time management skills and attention to detail
• Computer literate, advanced Powerpoint is essential
• Demonstrate above average interpersonal communications
• Possess the ability to work effectively with others
• Demonstrate proficiency with technological tools
• Focus on specific goals, and demonstrate a sense of personal accountability and urgency for achieving results
• Foster a sense of teamwork, assisting others when needed/required
In addition to displaying a strong commitment to PIMCO's culture, values and approach, personal characteristics for this role include:
• Flourish in a challenging, fast-paced, professional environment with frequent shifts in priorities as business needs dictate
• Maintaining a strong commitment to quality and attention to detail; ensuring that the work product is delivered completed, accurately, and on time
• Strong written and verbal communications skills
• Exceptional organisational and programme management skills, including the ability to manage a large number of on-going initiatives

Benefits:

PIMCO is committed to offering a comprehensive portfolio of employee benefits designed to support the health and well-being of you and your family.

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