Services Support Associate II, Administrative Assistant- Hyderabad

As an Admin Analyst, you will assist our OGC (Office of the General Counsel) team with many administrative activities including document management, records maintenance, preparing presentation, manage calendar etc.

We are seeking a highly diligent and meticulous Administrative Assistant, proficient in English, to join our team.

Work you will do

Play a key role in the daily organization of OGC (Office of the General Counsel).

-          Assist the team in a wide variety of administrative tasks.

-          Handling incoming and outgoing e-mails and correspondence.

-          Filing and archiving of documents.

-          Able to handle calendar/agenda management for different levels.

-          Manage and prioritize multiple tasks and projects efficiently.

-          Work independently in the absence of supervision, following through on tasks to ensure their completion.

-          Maintain a high level of accuracy in all tasks and communications.

-          Be proactive in identifying and addressing potential issues.

-          Communicate effectively and courteously with team members and relevant stakeholders.

-          Organize and maintain files and records and ensuring they are up-to-date.

-          Coordinate schedules, meetings, and travel arrangements as needed.

-          Assist in the preparation of reports, presentations, and other documents.

-          Support the team in various administrative tasks as required.

More particularly (non-exhaustive list)

-          Corporate Matters

o    Legal Entity Database: update, follow up with other Member Firms/Geographies and Global.

o    Board of Directors/Management Committee/General Shareholders Meetings:

§  Sending proxies via DocuSign

§  Filing proxies

§  Update corporate tool

§  Update share registers & numbering of shares

o    Update KBO (Crossroads bank for enterprises – Public trade register)

o    Regulated business: formalities with IBR (Belgian Institute for Auditors) and ITAA (Institute for tax advisors and accountants.)

o    Update OGC (Office of the General Counsel) Intranet (corporate documents).

o    Check and follow-up ServiceNow tickets (criminal records, non-bankruptcy certificates, extracts KBO, etc.).

-          Contentious Matters

o    Sending Forms to FRLs (Functional Risk Lead) during claim sweeps.

o    Chasing practitioners to timely receive answers to our requests.

-          Insurance Matters

o    Follow-up Service Now Tickets.

o    Request insurance certificates to our brokers.

o    Update OGC (Office of the General Counsel) Intranet (insurance certificates). 

Responsibilities:

-          Responsible in helping create SOP’s, process documents, quality checks.

-          In absence of other team members, should play an important role by being more proactive, ensuring the smooth flow of the work.

-          Able to collaborate effectively and share knowledge, skills and experience with colleagues.

-          To participate in team building activities

 The Team:

The USI Finance & Business Operations team at Hyderabad supports a wide variety of capabilities like financial reporting, HR and financial transaction processing, administrative service and helpdesk support, marketing, and IT services.

Qualifications and experience required:

-          Any Graduate

-          Proven experience (minimum 3+ years) as an administrative assistant or in a similar role.

-          Excellent written and verbal communication skills in English.

-          Outstanding organizational and time management skills, capable of thriving in a fast-paced environment.

-          Strong sense of responsibility and ability to manage results with excellence.

-          Highly accurate, proactive, communicative, and polite.

-          Excellent problem-solving abilities and a detail-oriented mindset.

-          Proficient in MS Office (Word, Excel, PowerPoint) and other office software.

-          True team player who is eager to learn and grow within the role.

-          Able to maintain confidentiality of very sensitive information and discrete.

-          Ability to manage results with excellence.

-          Strong sense of accountability.

-          Flexible in changing circumstances and stress resistant.

Preference: If already worked as an administrator for any legal team.

Location: Hyderabad

Work timings: 11 AM to 8 PM, can change according to business needs.