Citi Administrative Assistant -Treasury & Trade Technology in Canada
Primary Location: Canada
Education: High School Diploma/GED
Job Function: Technology
Shift: Day Job
Employee Status: Regular
Travel Time: Yes, 10 % of the Time
Job ID: 18068272
This position will provide support to the Treasury and Trade Solutions (TTS) Site Lead and their team in Mississauga. The Site Administrator will have continuous contact and communication with senior levels of internal management as well as senior management with external organizations.
•Provide site administrative activities for TTS Lead and site employees
•Prepare and review materials and correspondence for meetings
•Ensure smooth onboarding process for New Hires which includes but not limited to:
oWork in conjunction with HR, Recruiting Teams, Staffing Agencies and Business Managers to establish team start date, desk assignment
oWork closely with the hiring managers in initiating and coordinating accurate desktop requests and their deployment
oPoint of contact for employees with managers outside of Canada
oAssist to apply and documentation change for new hires
oManage seating for growing business at the site and provide input during various moves or site restacking exercises
oUpdate internal seat tracking systems
oCross-check all updates are provided and inputted by site real-estate team and billed accurately
oRespond to all staffing inquiries for Supplier resources.
oManage and maintain site DLs.
oManage TTS Town Hall logistics (rooms, VCs etc.).
oFacilitate and act as point of contact for events that may take place at the site like training, various speaker series, site collaboration meetings, Technology annual expo
•Respond to Business Office queries e.g. Campus, other in-country related follow-ups.
•Establish various processes and help to update presentations in support of site related tasks.
•Gatekeeper for all Citi locations worldwide and redirect them to the appropriate department.
•Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies. Order supplies and process invoices in adherence with Citi Policies, which includes billing with correct department codes. Resolve conflicts by working with Accounts Payable department.
•Oversee functionality of office technology (Copiers, Printers, Telephone Systems, etc.). Ensure operation of equipment like local printers by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories.
•Coordinate frequent travel arrangements – both international and domestic
•General clerical duties including photocopying, fax and mailing, maintenance of electronic and hard copy filing system.
•Organize and secure highly confidential company and employee information
•Assist in ad-hoc reports and special projects as necessary
•Highly proficient in MS Office (Word, Excel, Outlook, and PowerPoint.)
•Ability to gain a strong command of new systems (T&E, P2P, Citi Travel, and others.)
•Prior experience in the space is required (at least 5 years.)
•Prior experience working in a highly matrixed organization.
•College degree preferred.
•Expertise in multi-tasking, organizing, and prioritizing a must.
•Strong written and verbal communication skills.
•Detail-oriented with ability to work independently and prioritize workload.
•Demonstrates a high level of integrity and professionalism; exercises sound judgment.
•Energetic, responsive team player with the interest to take initiative and work in a fast-paced environment
•Ability to work 8:30am-5:30pm and be flexible for additional overtime as needed
Citi Canada is an equal opportunity employer. Accordingly, we will make accommodations to respond to the needs of people with disabilities (including, without limitation, physical and mental health disabilities) during the recruitment process and otherwise in accordance with law. Individuals who view themselves as Aboriginals, members of visible minority or racialized communities, and people with disabilities are encouraged to apply.
Citi is an equal opportunity and affirmative action employer. Minority/Female/Veteran/Individuals with Disabilities/Sexual Orientation/Gender Identity.