Key Responsibilities
- Workforce Analytics, Headcount & Recruitment Tracking
Headcount Reporting & Data Maintenance:
Maintain and update real-time department headcount trackers capturing key attributes: employment category (FTE, Consultant, Graduate, Intern), gender diversity, skill sets, years of experience, PTS IDs, anniversary dates, seat/locker allocations, and special preferences.
Generate month-over-month headcount trend reports, contractor vs. FTE ratios, and attrition analytics.
Track and document attrition reasons and market transition insights (e.g., via professional networks).
Recruitment & Pipeline Monitoring:
Track recruitment pipelines and open requisitions in coordination with Talent Acquisition/HR and management (minimum twice-weekly status cadence).
Compile monthly and year-to-date (YTD) hiring metrics, promotion tracking, and rotation schedules for graduates/interns.
Contractor & Contingent Worker Oversight:
Monitor contractor tenures, vendor IDs, and contract end dates on a monthly basis utilizing Tableau and internal reporting systems to ensure timely extensions or offboarding.
- Onboarding, Offboarding & Resource Lifecycle Management
New Hire Onboarding:
Coordinate end-to-end onboarding for FTEs, contractors, graduates, and interns from pre-hire documentation to Day-1 login readiness.
Prepare welcome packages, ensure hardware/stationery provisioning, coordinate locker assignments, and schedule orientation check-ins.
Offboarding & Departures:
Execute standard departure protocols upon employee resignation or contract completion (e.g., locker clearances, equipment returns, access de-provisioning).
Process Documentation:
Author, maintain, and quarterly review step-by-step Standard Operating Procedures (SOPs) for recruitment workflows, onboarding checklists, and departure processes.
- Executive Support, Presentation Design & Meeting Management
Leadership Presentations & Monthly Updates:
Design, curate, and format monthly executive decks and operational updates for department leadership.
Coordinate and assemble presentation decks for Department Town Halls and site-wide forums.
Meeting & Calendar Administration:
Maintain comprehensive annual site calendars incorporating performance review cycles, Town Halls, leadership visits, and key organizational milestones.
Coordinate high-impact meetings, agendas, logistics, and document concise Minutes of Meeting (MoM) with actionable follow-ups.
Travel & Expense Management:
Arrange domestic and international travel itineraries, accommodation, and handle prompt expense reconciliation and submission.
- Site Logistics, Compliance & Office Administration
Office & Supplies Management:
Supervise inventory, procurement, and distribution of office stationery, technical accessories, and specialized team supplies.
Oversee physical locker allocation, auditing, and maintenance.
Visitor Management:
Coordinate visitor logistics, security badge clearance, executive escort protocols, and meeting space arrangements on a weekly/bi-weekly schedule.
Compliance, Licenses & Administrative Tracking:
Track mandatory compliance training completion, software license renewals, and CMP (Compliance Management Platform) requirements.
- Team Engagement, Communications & Site Culture
Internal Communications & Community Management:
Administer and curate content for internal SharePoint portals and enterprise collaboration channels (e.g., Collaborate/Teams) on a weekly basis.
Manage quarterly and monthly milestone celebrations, including employee service anniversaries and team achievements.
Event Coordination & Cultural Initiatives:
Plan, organize, and execute monthly team engagement activities, team-building sessions, and social events.
Drive participation and logistical execution for site events such as Hackathons, Women in Tech forums, and Diversity & Inclusion initiatives.
Coordinate the annual nomination and tracking cycle for leadership and talent programs (e.g., VP Development program).
- Distribution Lists & Access Governance
Maintain, reconcile, and audit departmental email distribution lists (DLs) for FTEs, Consultants, Graduates, Voice of the Employee (VOE), and Site-wide groups.
Partner with engineering/automation teams to identify opportunities to automate distribution list synchronization based on resource movement.
Required Qualifications & Competencies
Experience & Education
Experience: 4+ years of relevant experience in a Project Management, Department Administrator, or Business Management Support role, preferably within a large corporate or financial technology environment.
Education: Post-secondary diploma or Bachelor’s degree in Business Administration, Communications, Human Resources, or related field (or equivalent practical experience).
Technical Skills
MS Office Suite: Advanced proficiency in Microsoft Excel (pivot tables, VLOOKUP/XLOOKUP, charts, data organization), PowerPoint (executive deck creation), Word, and Outlook.
Collaboration & Portal Tools: Hands-on experience managing and publishing content on Microsoft SharePoint, MS Teams, and enterprise social/collaboration platforms.
Reporting & Dashboards: Familiarity with business intelligence tools (e.g., Tableau, Power BI) and corporate workforce management systems (e.g., Workday, Fieldglass, ServiceNow, or internal ERP systems).
Professional & Interpersonal Attributes
Organizational Excellence: Exceptional multi-tasking skills with the ability to prioritize competing deadlines in a fast-paced technology environment.
Data Accuracy & Discretion: High attention to detail and rigorous commitment to handling confidential personnel and financial data with integrity.
Communication Skills: Strong verbal and written communication skills suitable for interfacing with senior executives, engineering leads, vendors, and external visitors.
Proactivity & Initiative: Self-starter capable of working autonomously, optimizing existing administrative workflows, and driving continuous improveme
