Objective : The purpose of the job is to provide administrative and secretarial support to members of the organization and provide backup, as needed.
General Administrative Support Provide general administrative assistance to include phone coverage, copying, faxing, filing, spreadsheet work and presentation preparation. Acquire and maintain a good understanding of Moody's business, and particular business line being supported, in order to provide optimal customer service. Uses initiative to relieve executives of detail work.
Department Wide Support Provide general administrative support for department wide activities including the timely on-boarding of new associates (including follow-up on start date) and involvement in group event planning and in group-wide initiatives as assigned
Administrative Back-Up As needed, support Senior Management team. During vacations and times of absence, provide back-up in order to ensure uninterrupted flow of operations with regard to support staff, technology and all office issues.
Meeting Coordination Process meeting requests for team including setting up appointments, reserving conference rooms, requesting security passes for guests, arranging for teleconference numbers, refreshments, handouts, etc.
Travel & Entertainment
Arrange all travel for team members including air, rail, car service, and hotel and conference registrations taking care to be mindful of deadlines and working to ensure that the most economical options are taken advantage of. Timely and accurate preparation and submission of T&E reports for each analyst supported, ensuring that company policies are followed and that proper and organized documentation is provided to support the report.
Timely and accurate preparation and submission of Accounts Payable vouchers, ensuring that proper accounts are used, and amounts are correct and that proper and organized documentation is provided to support the voucher.
Change Agent Assist in reviewing department administrative processes, consistently implementing efficiency improvements and establishing new processes when necessary. Establish clear protocols on standards of service and identify competencies with the secretarial team. Effectively manage performance across the team.
Department Personnel Management May assist Administrative Manager with aspects of personnel management for department including position management, on-boarding of new hires, promotions, transfers and terminations, timely completion of performance evaluations and periodic data integrity checks of Human Resources databases (i.e., PeopleSoft HRMS). Also includes ad hoc reporting of personnel information to department managing directors as requested.
Event Planning Assist/Coordinate and plan department-wide events including group meetings, off-sites, outings and receptions taking care to stay within prescribed budget.
Space Management Assist/Oversee department space usage, coordinating all moves, renovations, space upgrades, etc.
Prompt and accurate preparation of various correspondence.
Liaison As needed, assist in coordinating efforts with Technology, Building Services and others to ensure group's needs are met.
Attendance Tracking Acquire a good understanding of Moody's attendance policies and ensure that attendance records for all associates in the team are current and accurate.
Supplies Ensure that basic supplies for team are kept stocked and accessible to team members.
Department: Emerging Business Unit
5+ years related experience working in a corporate environment
Advanced working knowledge of Microsoft Office Suite including Outlook, Word, Excel and PowerPoint.
OUTLOOK: In CALENDAR, ability to create and modify appointments and recurring appointments using the planner; familiarity with features such as labels and private appointments; in E-MAIL, the ability to compose, send and forward emails as well as perform e-mail blasts and familiarity with features such as in-box management (folders), sort and search.
WORD: ability to create and modify communications using features such as header/footers, pagination, tables, mail merges, hyperlinks, etc.
EXCEL: ability to understand, create and use advanced functions and formulas to create workbooks, pivot tables, charts and graphs.
POWERPOINT: ability to create and modify presentations using advanced functions such as animation and transition, inserting charts, graphs and objects and merging presentations.
Strong organization skills
Excellent interpersonal skills and phone manner
Excellent verbal and written communication skills - ability to convey thoughts clearly and succinctly and to communicate pertinent complex information in a clear and organized manner; ability to compose general correspondence, memos and other documents that require little or no editing by manager.
Ability to multi-task and adapt to shifting priorities
Strong orientation toward teamwork
Ability to work independently or with minimal supervision
Moody's is an essential component of the global capital markets, providing credit ratings, research, tools and analysis that contribute to transparent and integrated financial markets. Moody's Corporation (NYSE: MCO) is the parent company of Moody's Investors Service, which provides credit ratings and research covering debt instruments and securities, and Moody's Analytics, which offers leading-edge software, advisory services and research for credit and economic analysis and financial risk management. The Corporation, which reported revenue of $4.2 billion in 2017, employs approximately 11,900 people worldwide and maintains a presence in 41 countries. Further information is available at www.moodys.com.
Moody's is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, sex, gender, age, religion, national origin, citizen status, marital status, physical or mental disability, military or veteran status, sexual orientation, gender identity, gender expression, genetic information, or any other characteristic protected by law. Moody's also provides reasonable accommodation to qualified individuals with disabilities in accordance with applicable laws. If you need to inquire about a reasonable accommodation, or need assistance with completing the application process, please email firstname.lastname@example.org.. This contact information is for accommodation requests only, and cannot be used to inquire about the status of applications.
For San Francisco positions, qualified applicants with criminal histories will be considered for employment consistent with the requirements of the San Francisco Fair Chance Ordinance. For New York City positions, qualified applicants with criminal histories will be considered for employment consistent with the requirements of the New York City Fair Chance Act. For all other applicants, qualified applicants with criminal histories will be considered for employment consistent with the requirements of applicable law.
Click here to view our full EEO policy statement. Click here for more information on your EEO rights under the law.
Candidates for Moody's Corporation may be asked to disclose securities holdings pursuant to Moody's Policy for Securities Trading and the requirements of the position. Employment is contingent upon compliance with the Policy, including remediation of positions in those holdings as necessary.