Executive Assistant - Global Finance & COE (UK, EMEA and Asia)

Experian is a global data and technology company, powering opportunities for people and businesses around the world. We help to redefine lending practices, uncover and prevent fraud, simplify healthcare, create marketing solutions, and gain deeper insights into the automotive market, all using our unique combination of data, analytics and software. We also assist millions of people to realize their financial goals and help them save time and money. We operate across a range of markets, from financial services to healthcare, automotive, agribusiness, insurance, and many more industry segments. We invest in people and new advanced technologies to unlock the power of data. As a FTSE 100 Index company listed on the London Stock Exchange (EXPN), we have a team of 22,500 people across 32 countries. Our corporate headquarters are in Dublin, Ireland. Learn more at experianplc.com.

Job Description

Role Summary: Reporting to the Head of Global Finance Service Centre KL, this role is responsible for providing comprehensive, confidential and professional administrative support to global leaders in Global Finance CoE and Finance Services and their respective teams as needed; include coordinating and scheduling calls, meetings, workshops, training and other events as well as preparing periodic team updates, newsletters etc, collating and consolidating data submission and onboarding new joiners. This important role is truly global in nature, supporting senior global finance leaders and their teams, enabling them to be more productive in the execution of their roles and delivery of their global priorities and objectives. It requires significant engagement with the senior leaders, team members and key, often senior, stakeholders globally. You will be an experienced executive assistant with excellent communication, strong attention to detail, a positive “can do” attitude and the energy, commitment, and desire to provide high quality support to busy senior leaders and their teams globally. You will also be a proactive “self-starter” able to work independently without close supervision, multitask across several teams with different objectives and needs, manage changing and conflicting requests and priorities and take the initiative to solve problems as needed.   What You’ll Be Doing: (Roles and Responsibilities) Calendar/diary & meeting management

• Effective calendar/diary management to prioritise and co-ordinate appointments and maximise time efficiency, proactively managing meeting conflicts and appropriately rescheduling as necessary.
• Manage meeting logistics – book meeting rooms and associated facilities (IT equipment, catering etc), coordinate attendees and issue meeting invitations with all relevant meeting information & logistics
• Co-ordinate and book business travel including flights, accommodation and ground transportation as required and in accordance with Experian Travel Policy, ensuring appropriate approvals, updating the calendar and preparing a comprehensive itinerary for each trip.
• Schedule and co-ordinate regular executive steering committee and other meetings/calls with managers, direct reports, teams/team members and key stakeholders ensuring most appropriate medium (face-to-face, audio conference, MSTeams etc), coordinating availability and rescheduling as necessary.
• Arrange and coordinate other ad-hoc meetings as necessary
• Collate relevant meeting papers, supporting documents, pre-reading etc, as needed, prior to each call / meeting and requesting where not available.

  General Administration

• Participate in meetings and calls when requested, taking relevant notes and preparing minutes and actions etc
• Maintain a comprehensive list of actions and follow up items and issue timely reminders as needed
• Prepare presentations and other documents from draft outlines, discussions or instructions and revise/update/finalise based on review/comments/feedback, ensuring adequate version control Executive Assistant Global Finance CoE & Global Finance Services #uniquelyexperian | Follow us @experianlife
• Prepare and submit travel expense reports and receipts in accordance with Experian travel policy.
• Raise and process Purchase Requisitions as needed, ensuring correct cost coding and approvals and following up on order and delivery status.
• Review relevant purchase invoices, confirm satisfactory receipt and ensure timely approval for payment. • Ensure files/documents etc are archived for ease of retrieval as needed, ensuring appropriate confidentiality
• Generate/prepare standard or ad hoc reports including departmental budget / cost summaries and periodic newsletters, status updates and KPI dashboards
• Provide support to the CoE and GFS leads as and when required.

  Communication

• Manage email and other incoming correspondence, filtering and responding as appropriate to manage expectations of internal stakeholders and external clients and prioritising to ensure a timely response.
• Escalate urgent and other matters as appropriate to relevant team or area of the business, follow up as needed to ensure prompt or timely resolution.
• Manage communications across several time zones in order to enable effective communication with other senior managers, team members, assistants and clients
• Support the preparation and release/distribution of Global CoE and Global Finance Services communications (eg: Horizon articles/announcements, newsletters, organisation changes, process changes and policies etc)

  Staff-related support

• Raise Staff requisitions for approval and coordinate interview schedules with HR Talent Acquisition team
• Coordinate and support the onboarding of new staff with assigned buddies, ensuring appropriate acquisition and assignment of IT equipment, desk space and other introductions and induction training
• Coordinate and support Team/All Hands Meetings and Social Events

  Other

• GFS NPS Survey – work with the KL GFS EmPower Plus Lead to support the bi-annual NPS survey, including drafting correspondence, preparing reports etc.
• External accreditations/awards/recognition – collate and consolidate data inputs / feedback from across GFS Leads to populate and submit for Awards / Recognition (eg: SSON Top 20)
• Target Operating Model – assist in creating consolidated documentation and guidelines on the agreed upon RACI model for each of the respective functional teams (once defined by Project team)
• Support other Global CoE/GFS activities periodically, as needed – eg: Oracle UAT testing (Purchase Requisitions), customer data migration for acquisitions etc

Qualifications

More about you: 

• Bachelor’s Degree/Post Graduate Diploma/Professional Degree in related field or equivalent
• Experience of providing administrative support to executive management in a multi-national corporate environment (ideally within a finance or systems team)
• Excellent and effective written and verbal communication skills in English – other languages useful
• Proficient in navigating and performing tasks through various Experian software/systems
• Proficient and confident with all Microsoft Office packages
• Extremely organised with excellent time management skills
• Able to effectively prioritise and manage changing and conflicting priorities, able to multi-task as needed
• Reliable, dependable and flexible - willing to 'pitch in' and ‘go the extra mile’ when required
• Ability to work independently without close supervision and across global time zones
• Collaborative / strong team player, able to build and maintain effective relationships

Additional Information

Our uniqueness is that we truly celebrate yours. Experian's culture and people are key differentiators. We take our people agenda very seriously and focus on what truly matters; DEI, work/life balance, development, authenticity, engagement, collaboration, wellness, reward & recognition, volunteering... the list goes on. Experian's strong people first approach is award winning; Great Place To Work™ in 24 countries, FORTUNE Best Companies to work and Glassdoor Best Places to Work (globally 4.4 Stars) to name a few. Check out Experian Life on social or our Careers Site to understand why.   Experian is proud to be an Equal Opportunity and Affirmative Action employer. Innovation is a critical part of Experian's DNA and practices, and our diverse workforce drives our success. Everyone can succeed at Experian and bring their whole self to work, irrespective of their gender, ethnicity, religion, colour, sexuality, physical ability or age. If you have a disability or special need that requires accommodation, please let us know at the earliest opportunity. Experian Careers - Creating a better tomorrow together