S&P Global ADMINISTRATIVE ASSISTANT in Moscow, Russia
Office Manager S&P Global Moscow, Russia
Grade 9 (for internal purposes)
Based in Moscow, this position is responsible of facilitating the smooth running of the office by overseeing the administrative activities, organising people, information and other resources.
The office manager provides a full-range of support from the Office head, to the local teams, but also to the People Partner team located in Germany.
The role also contributes and collaborates to global corporate initiatives that contribute to company success both internally and externally. This role crosses all business and is a coordinator of several functions.
THE TEAM :
Office Manager reports to Office Head based locally.
After full integration into the role, the Office Manager will have the possibility to supervise a team of Moscow based administrative assistants
Office Manager will also be working in coordination with other office managers and the People Partner from other offices on global and regional initiatives.
_Support to the Office Head_
Assist with the development and implementation of company policies and procedures
Support with compliance and regulatory requests
Organize and chair meetings with staff
Organize or help at coordinating meetings, conference and events.
Review and update emergency, health and safety policies and ensure they are observed
Check that data protection laws to in relation to the storage of data, and review and update policies.
Supervise work of receptionists, administrative assistants, driver-courier.
Manage performance assessment of administrative assistants.
Supervise technical office maintenance being the main liaison with CBRE
Supervise maintenance of the office equipment
Liaise with the landlord on everyday office running issues
Liaise with Facilities (corporate), Corporate security (video cameras, access cards) on office maintenance issues
- Set up and maintain relationship with outside vendors (travel agencies, cleaning services company, furniture - stationery - consumable supplies, etc.)
Maintain medical insurance, life insurance for staff
Maintain office insurance, car insurance
Manage On boarding & Off boarding of staff
Ensure Business Continuity support
Coordination of IT issues
Ensuring all actions are consistent with the Russian law and internal SPG guidelines
_Local HR support_
Working closely with the Russia SPG People Partner on HR related activities.
Support the local recruitment of new employees, incl. working with HR agencies, support the interview and negotiation process, etc.
Conduct new hire orientation for new employees on start date.
- Preparing the contracts - addendum to the employee s contracts in conjunction with the Russia People Partner
Maintenance (incl. storing and updating) personnel records and payroll date in the relevant systems and in accordance to the Russian law and SPG guidelines
Maintenance (incl. storing and updating) of labor books in conjunction with the legal and HR department
Managing Payroll (incl. initial data entry, liaising with Finance on data check, administration of additional benefits, preparing, collecting and providing HR-related payroll data)
Dealing with local employee issues
Responsible on employee's welfare (company events, holiday toasts, presents etc.)
TECHNICAL SKILLS REQUIRED
Russian passport holder
5 years of experience in a similar position and, preferably in global organization
Strong verbal and written communication skills, in Russian and in English
Experience in Human Resources matters,
Knowledge of Russian labor law is an advantage
Solid Microsoft skills (Excel, Word, PowerPoint) and computer literacy
SOFT SKILLS REQUIRED
- Strong organizational - prioritisation skills and attention to detail
Show desire, flexibility and adaptability to learn and work in an ever-changing environment
Ability to effectively multi-task in a fast-paced environment and must possess the ability to work independently as well as in a team
Willingness to take on a wide variety of tasks
Flexible, self-starter with the ability to communicate across all levels