ADMINISTRATION ASSISTANT (12 MONTH CONTRACT)

About Northern Trust:

Northern Trust provides innovative financial services and guidance to
corporations, institutions and affluent families and individuals globally.
With ‎130 years of financial experience and nearly ‎20,000 partners, we serve
the world's most sophisticated clients using leading technology and
exceptional service.
As a Northern Trust employee (Partner), you will be part of a flexible and
collaborative work culture, which has a strong history of financial strength
and stability. Movement within the organization is encouraged, senior leaders
are accessible, and you can take pride in working for a company that is
committed to strengthening the communities we serve.
Northern Trust is committed to working with and providing adjustments to
individuals with health conditions and disabilities. If you would benefit from
adjustments for any part of the employment process, please inform the
recruiter to discuss your individual requirements.
We recognize the value of inclusion and diversity in culture, in thought, and
in experience, which is why Forbes ranked us the top employer for Diversity in
‎2018.

Role Purpose:
The office manager will assist the Abu Dhabi team in the smooth and efficient
running of the office. The Manager will be responsible for the delivery of the
highest quality service whilst also ensuring cost efficiency wherever
possible.

Key Responsibilities:
Office Administration
* Ensure the preparation and circulation on a timely basis of data for in-house/external meetings as required.
* Update Organisational Charts for the Department on a regular basis
* Manage diary, to include meetings, dinner/lunch, travel, accommodation, etc... Organise travel/visa's - liaise with the Company travel agent to ensure the best options in terms of cost and time saving
* Global travel planning / itinerary and processing travel expense reimbursements (via Concur) ensuring accuracy and within a timely manner
* Coordinate office governance reports - monthly and quarterly

Management General Activities
* Supporting requirements of MS Word, PowerPoint and Excel adhering to NT corporate identity
* Drafting letters in English - ensuring NT standards
* Arrange and follow up on NT international colleagues visa
* Manage new starter(s) and leavers requirements (e.g. business cards, Amex, iDM requests, ITM requests, orientation on the office facilities, etc..)
* Ensure a back-up structure, including procedures, of activities with Riyadh and London administrators
* Ad hoc administrative support to local management team
* Admin Support for TNTCoSA branch.

Partner/HR Support activities
* New Joiners Checklist - Ensure New Joiners admin tasks are completed on time - ID cards, access cards, offer pack dispatch, IDM Admin access for new employees etc.
* Leavers Checklist - Ensuring leavers related admin activities are closed amex cancelation etc
* Business cards, desk, laptop, etc…
* Amex card issuance
Facilities Management Services

Office administrator is responsible for assisting with the cost efficient
delivery of high quality facilities services in support of the Abu Dhabi
office.
* Establish new vendors documentation is completed and approved within NT policy
* Submitting invoices into the system for approval and payment
* Maintain a log of payments uploaded into the system and date when paid
* Vendor liaison, acting as first line of contact
* Manage the cleaning services company - ensuring office is clean at all times
* Maintenance of NT assets and company lease hold improvements, furniture and fixtures and fittings
* Communicate with the building management on maintenance or any other services (billing, complaint, guests notifications, parking, …etc)

Team General Activities
* Photocopy binding, typing, etc., as required.
* Printing presentations, Board packs, etc…
* Meeting and greeting visitors/clients, phone and office in a polite manner and communicate messages effectively and managing visitors log
* Manage courier receipt/deliveries
* BCD Travel, flights and accommodation. Maintain an issue log with BCD

Working with Us:
We'd love to learn more about how your interests and experience could be a fit
with one of the world's most admired and ethical companies. In return, we will
support you with your personal and career goals in a number of ways:
Financial - Life Assurance, Disability Plan, Pension/ Gratuity, Annual Pay
Review
Work Life Balance - Flexible Work Options, Incremental Annual Leave,
Community Volunteer Days
Health & Wellbeing - Private Medical Insurance, Active Sports & Social
clubs (lunchtime and after-work groups), Employee Assistance Program
Professional Development - Clear Career Path, Education Assistance,
Recognition Programme, NT University (wide range of online, virtual & in-house
training options) and employee-led Business Resource Councils dedicated to
diversity and inclusion initiatives.

And Finally
We hope you're excited about the role and the opportunity to work with us.
We value an inclusive workplace and understand flexibility means different
things to different people.
Apply today and talk to us about your flexible working requirements and
together we can achieve greater.