BUSINESS ASSISTANT JOB DESCRIPTION

Most executives running cross-border or multi-entity functions lose hours weekly when operations behind them fracture - meetings are underprepared, travel collisions are unresolved, and communications fall into gaps between departments. A Business Assistant who anticipates those gaps before they form is what keeps senior leadership productive. In corporate environments supporting C-suite and ExCom-level principals, this role owns the operational layer: diary architecture, correspondence triage, stakeholder liaison across international time zones, and the coordination of monthly reporting cycles. Scarce and specific.

As the Business Assistant, you will sustain the daily operational rhythm of senior executives and their broader teams by managing communications, coordinating multi-jurisdictional logistics, and ensuring cross-departmental workflows resolve without escalation. You will work under the direct mandate of senior leadership, spanning across functional teams including finance, trading, operations, and HR, to ensure that commitments made at the ExCom level translate into tracked, time-bound outcomes.

Career Impact: Sustained exposure to ExCom-level decision-making and cross-border business communications gives Business Assistants in this environment a market edge that typical administrative roles cannot offer.

Business Impact: Senior principals rely on accurate reporting cycles, prepared monthly operational review materials, and clean stakeholder correspondence - gaps in any of these directly delay executive decision-making.

Growth Opportunity: The breadth of functional exposure, across finance, logistics, treasury, and corporate communications, positions you to move into a Chief of Staff, Executive Assistant, or junior operations role within two to three years.

• Manage complex executive calendars across international time zones to prevent scheduling conflicts and protect leadership availability.
• Coordinate domestic and international travel logistics, including itineraries, accommodations, and pre-trip briefing documents.
• Prepare presentations, analysis packages, and supporting materials for monthly operational review meetings and senior leadership discussions.
• Track progress on action items and cross-departmental requests, following up with internal teams to ensure on-time delivery.
• Triage executive correspondence and escalate priority items to the appropriate principal or department head promptly.
• Coordinate internal and external meetings, including agenda preparation, room and video conference logistics, and minute distribution.
• Support expense reconciliation and budget tracking for the executive function, maintaining accurate records for finance reporting.
• Liaise between senior leadership and internal departments to ensure policies, directives, and cross-functional announcements are distributed and actioned.

• Bachelor's degree in Business Administration, Communications, or a related field, or equivalent work experience.
• 2 or more years of administrative or business support experience, with demonstrated exposure to senior or executive-level principals.
• Proven ability to manage complex, multi-timezone calendars and competing scheduling priorities without prompting.
• Strong written and verbal communication skills, with experience drafting correspondence and preparing executive-facing documents.
• Demonstrated discretion when handling confidential information across sensitive business matters.
• Solid organizational skills with the ability to track multiple workstreams simultaneously and meet non-negotiable deadlines.
• Ability to work autonomously within established procedures and proactively flag risks in plans such as travel logistics or event schedules.

• Experience supporting executives in an international or multi-entity corporate environment, including bilingual or cross-cultural communication.
• Familiarity with project tracking or task management workflows, particularly in high-volume, fast-changing team contexts.
• Prior exposure to finance functions including purchase order tracking, invoice processing, or budget reconciliation.
• Experience coordinating onboarding or offboarding processes in collaboration with HR or IT departments.

• Meeting schedule accuracy rate, measuring how often calendar conflicts are identified and resolved before they affect executive time.
• Action item completion rate as a percentage of tracked cross-departmental tasks closed within agreed deadlines.
• Turnaround time on executive correspondence triage, reflecting how quickly priority items reach the correct stakeholder.
• On-time delivery rate of monthly reporting materials for operational review meetings, measured against submission deadlines.
• Expense report submission cycle time, tracking how quickly post-travel reconciliations are completed and filed.
• Typical tools: Calendar and scheduling platforms (commonly Outlook or Google Calendar); presentation software (commonly PowerPoint or Google Slides).

• Base Salary Range: $48,000 to $68,000 per year, depending on seniority and location
• Bonus: Discretionary annual bonus, typically 5% to 10% of base salary
• Equity: Not typically offered at this level
• Health Benefits: Medical, dental, and vision coverage; employer contribution standard
• PTO: 15 to 20 days annually, plus public holidays
• Common Perks: Travel expense reimbursement, professional development budget, hybrid work arrangements

Figures are estimates based on general US market benchmarks and may be outdated. Adjust based on location, company size, and seniority level.

Employment contingent on successful completion of a background check, which may include verification of education, employment history, and references. All applicants are considered without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected under applicable federal, state, or local law. Reasonable accommodations for qualified individuals with disabilities are available upon request throughout the hiring process. Candidates must be authorized to work in the United States.

The Business Assistant owns diary management, international travel coordination, and event organisation for Management Committee members and the wider assistant community. Working alongside the Divisional EA and cross-functional teams, this role ensures leadership operates efficiently by building the internal and international relationships that keep business running smoothly.

Key Responsibilities

• Manage a proactive diary and provide general office administration support.
• Coordinate and organise team events, both internal and external.
• Book regional and international travel and accommodation.
• Manage expenses and PO budgets.
• Build strong internal, external, and international relationships to benefit the business.
• Support and coordinate international visits from Zone and DMI Global Leadership Teams.
• Prepare documents and presentations for Management Committee members.
• Support the new starter and leaver process, including coordinating the FIT programme.
• Assist the EA and wider assistant community with workload and shifting priorities.
• Handle general administration, including issue resolution, IT requests, catering, filing, and taxis.
• Provide ad-hoc project support as required.

Required Qualifications

• Experience building relationships across the company with excellent communication and influencing skills.
• Experience managing change through rapid growth with the ability to foresee changes and reprioritise.
• Ability to partner collaboratively with the Divisional EA and broader assistant community.
• Impeccable attention to detail and a high degree of accuracy.
• Ability to handle sensitive information with discretion.
• Effective use of in-house software systems.
• Strong administration and organisational skills.
• Risk-aware, with the ability to build contingency into plans for events and diary management.
• Demonstrated initiative, flexibility, and ability to thrive in a fast-paced, ever-changing environment.

Embedded within the Cross Border Services function at Mastercard, the Business Assistant coordinates calendar management, domestic and international travel, and team meeting logistics for the Executive Vice President. Working closely with the broader Business Assistant community, this role keeps the office running with precision and ensures senior leadership can focus on cross-border priorities.

Core Functions

• Manage a busy calendar by coordinating and scheduling meetings.
• Schedule and manage domestic and international travel arrangements and prepare expense reports.
• Coordinate team meetings including agenda preparation, room logistics, pre-read distribution, and minute-taking.
• Support day-to-day department operations including screening emails, following up on items, and maintaining records.
• Prepare and proofread correspondence, memoranda, reports, and presentations as required.

Qualifications & Experience

• Solid administrative experience in a corporate environment interfacing with senior and executive-level management.
• Strong computer skills with the ability to manage and navigate numerous internal software systems.
• Strong interpersonal skills and ability to work collaboratively within a team setting.
• Results-driven with a keen sense of urgency and ability to prioritise effectively.
• High accuracy and attention to detail, with the ability to multitask and perform well under pressure.

Reporting to the exchange team, the New Business Assistant shapes the flow of new sale cases by chasing documentation, payments, and third-party information from solicitors, mortgage lenders, and estate agents. Partnering with customers and internal teams to flag issues identified in initial questionnaires, this role supports the timely progression of conveyancing matters from contract issuance through completion.

Primary Duties

• Ensure sale cases are handed over to the exchange team promptly after contract issuance.
• Identify and chase additional documentation required, such as death or marriage certificates, unregistered deeds, and grant of probate.
• Chase initial payments and protocol forms regularly on sale matters.
• Manage both electronic and paper file administration.
• Chase customers, solicitors, estate agents, mortgage lenders, and other third parties for information and documentation, including redemption statements and ID.
• Identify and flag issues revealed in initial questionnaires, such as third-party monies, as soon as possible.
• Chase initial search payments on purchases.

Skills & Qualifications

• Previous administrative or customer service experience in a high-volume environment.
• Excellent communication and customer service skills.
• Good data input skills and strong attention to detail.
• Good organisational skills with the ability to meet tight deadlines and work under pressure.
• Good team player with the ability to work on own initiative.
• Experience in conveyancing is desirable but not essential.

Sitting at the intersection of facilities management and administrative support, the Business Assistant delivers day-to-day event logistics, expense tracking, and reimbursement processing within established procedures and practices. Operating across office operations, visitor services, and student and faculty administration, this role ensures the correct functioning of support services by working autonomously to maximise efficiency for the teams it serves.

Duties

• Execute day-to-day event logistics and moderately complex assignments with some guidance.
• Schedule meeting rooms and manage setup and breakdown of selected events.
• Track expenses and prepare cost reports using established procedures.
• Request guest Wi-Fi, reserve rooms for visitors, and assist with travel arrangements.
• Post announcements to bulletin boards and create flyers for displays.
• Process student, postdoc, and faculty reimbursements through relevant systems.
• Triage emails and telephone calls, resolving routine and some complex inquiries.
• Prepare special reports and summaries and assist in managing daily office operations.

Experience & Qualifications

• Vocational training, apprenticeship, or equivalent experience in a related field.
• 2 to 5 years of work experience in a related administrative or clerical discipline.
• Proficiency with Microsoft Office and Outlook.
• Excellent oral and written communication skills with strong interpersonal and customer service skills.
• Ability to handle public contact with courtesy, clarity, and diplomacy, maintaining strict confidentiality.
• Excellent problem-solving skills with the ability to work independently and take initiative to complete projects with minimal supervision.
• Ability to remain calm and productive under heavy workload, competing priorities, and tight deadlines.

A key member of the Safeguards and Security team, the Business Assistant leads badge record creation, HSPD-12 credential issuance, and daily accountability of access control materials for the NNSS badge offices. Collaborating across security clearance verification, visitor enrollment, and cross-training of personnel, this role supports the integrity of authorized access to NNSS buildings and facilities.

Functions

• Create and maintain badge records and manage daily accountability and inventory of badges.
• Provide customer service in a fast-paced, multitasking environment with short deadlines.
• Process and issue badges, answer phones, and monitor and process electronic and paper requests.
• Serve as an Activator and Registrar for HSPD-12 credentials.
• Enter and maintain biographical data, take photographs, and print badges.
• Enroll visitors into the badging system and prepare and issue visitor passes and special permits.
• Generate and process daily reports, verify security clearances, and manage records.
• Assist in cross-training other personnel and provide section support as needed.

Requirements

• High School diploma or equivalent with at least one year of related experience.
• Strong understanding of customer service principles.
• Experience using standard office equipment, including computers, printers, copiers, telephones, and fax machines.
• Ability to follow oral and written instructions, coordinate with other work groups, and plan work to meet deadlines efficiently.
• Ability to manage multitasking, frequent interruptions, and time constraints under pressure.

Strengthening the day-to-day operations of the Legal Department depends on the Business Assistant, who delivers diary scheduling across time zones, task tracking, and cross-departmental coordination for the Head of Legal and department members. Based within the Limassol offices of Exness and reporting to the Head of the Legal Department, this role enables the function to operate with structure and accountability across planning, project management, and stakeholder communications.

Accountabilities

• Improve administrative processes of the Legal Department.
• Manage detailed diary scheduling across varied time zones.
• Plan, coordinate, and support events and cross-departmental coordination.
• Manage quarterly planning, assessment, and evaluation work of the Legal Department.
• Manage the Legal Department's task tracking dashboard, including allocation, progress, and reporting.
• Support Legal Department members with project management-related issues and deadline follow-up.
• Respond to emails and ensure important correspondence reaches the Head of Legal or appropriate colleagues.
• Book travel, transport, and accommodation, and compose reports, presentations, and correspondence.
• Carry out background research, act as first point of contact when needed, liaise with internal and external parties, and manage invoicing and corporate card reconciliation.

Technical Qualifications

• 3 to 5 years of experience as an assistant in an international company, preferably in an IT or technology environment.
• Proficiency in Google Suite.
• Excellent organisational and multitasking skills, with strong time management and a proactive approach.
• Fluent in English.
• Good verbal and written communication skills with high accuracy and attention to detail.
• Discreet, trustworthy, flexible, and able to take initiative.

As the Business Assistant III, this role performs administrative, clerical, and operations support duties centred on scanning, indexing, and maintaining records within the Nuclear Testing Archives. The Archives team relies on this work to ensure documents conform to established standards, correspondence is handled accurately, and staff is cross-trained in project and organisational unit procedures.

Operational Focus

• Perform various administrative, clerical, and operations support duties associated with the Nuclear Testing Archives.
• Scan and index documents into the Nuclear Testing Archive database.
• Interface with outside agencies for planning and operations support as requested.
• Compose routine correspondence and respond to inquiries from departments, area offices, and external entities.
• Review deliverables of assigned staff and monitor quality to ensure documents conform to established standards.
• Assist in cross-training other personnel in project and organisational unit techniques and procedures.

Position Requirements

• High School diploma or equivalent with at least 3 years of related experience.
• Ability to use standard office equipment including computers, printers, copiers, telephones, fax machines, and calculators.
• Proficiency in Microsoft Excel and Word.
• Experience working with the public and coordinating activities across work groups.
• Ability to apply knowledge of specialised functions, demonstrate creativity in work processes, and follow oral and written instructions.
• Ability to manage multiple tasks, complaints, and interruptions under time pressure.
• Knowledge of basic math, grammar, spelling, and punctuation.
• Pre-placement physical examination including drug screening is required.
• Valid driver's license required.

Business Assistant coordinates meeting planning, invoice payment processing, and National Congress event logistics while reporting to the Line Manager within a pharmaceutical business environment. Success in the position means managing third-party provider relationships, supporting budget and procurement processes, and enabling the office to operate with accuracy and minimal disruption across OGYÉI reporting and local archiving obligations.

Key Deliverables

• Manage calls, enquiries, requests, and expense authorisation.
• Report to the Line Manager with detailed and accurate notes.
• Assist with budget management and purchasing, including equipment procurement from demand collection through execution.
• Plan and coordinate internal and external meetings and travel itineraries.
• Undertake projects regularly, including event planning and coordination of National Congresses, Local Own Events, and advisory boards.
• Support colleagues, including new employee orientation and maintenance of office stock, supplies, and databases.
• Manage the invoice payment process from tracking through submission and archiving.
• Manage relationships with third-party providers including car lease, IT support, and healthcare service providers.
• Provide reports to OGYÉI on events organised by contracted Pharma companies and Medison, and manage local archiving processes.

Education & Experience

• Bachelor's degree or equivalent qualification.
• Minimum 1 year of experience in a similar position, with good knowledge of the industry.
• Excellent written and verbal communication skills in English.
• Competent with Microsoft Office.
• Able to work with minimal supervision, manage changing priorities under strict deadlines, and take initiative.
• Excellent organisational skills with dedication to quality and accuracy from inception to completion.
• Flexible, comfortable working independently and as part of a team, and willing to take on ad-hoc tasks.

The Business Assistant produces financial reporting support, purchasing administration, and fleet card program management for the Student Government Association in a higher education setting. Working alongside the SGA Business Manager and Financial Assistant, this role ensures federal, University, and SGA policies are upheld while advancing an inclusive environment aligned with the Department of Student Life mission.

Areas of Ownership

• Provide business support for the Student Government Association.
• Manage the SGA's online payment platform.
• Administer SGA's purchasing and fleet card programs, including card distribution, expense reconciliations, and document management.
• Respond to inquiries and support student leaders in navigating SGA's business processes.
• Support the SGA Business Manager and Financial Assistant with financial reporting and purchasing administration.
• Adhere to federal, University, and SGA policies, procedures, and guidelines.
• Support the SGA in other administrative functions as needed.
• Promote a safe and inclusive environment for students and staff of all backgrounds in alignment with the Department of Student Life mission.

Background & Experience

• Associate's degree in a related field with one to three years of business or accounting experience.
• Familiarity with University policies and procedures.
• Experience working in a higher education setting with an understanding of student needs.
• Proficiency with Microsoft Office Suite, including intermediate knowledge of Excel, and productivity software for word processing, spreadsheets, and databases.
• Experience using PeopleSoft and Axiom is highly desirable.
• Ability to manage multiple projects simultaneously in an open office environment with frequent interruptions.
• Demonstrated commitment to diversity, social justice, and fostering a collaborative multicultural environment.

Embedded within the IXM ExCom function, the Business Assistant develops presentations, analysis, and supporting materials to facilitate productive communications between IXM ExCom and CMOC management across trading, finance, logistics, IT, and HR. Working closely with the Deputy CEO and ExCom members, this role advances the timely delivery of cross-functional tasks, monthly operational reviews, and bilingual Chinese-English communications that keep IXM and CMOC aligned.

Role Responsibilities

• Support the Deputy CEO and other ExCom members in furthering productive communications with CMOC management and departments.
• Prepare presentations, analysis, and supporting materials to facilitate communications and discussions.
• Follow up on major topics discussed between IXM and CMOC as instructed by ExCom members.
• Assist the Deputy CEO in preparing the monthly presentation for CMOC's operational review meeting.
• Provide support to functional-level communications between IXM and CMOC across IT, trading, logistics, finance, treasury, and HR.
• Track progress of tasks related to CMOC requests and enquiries to ensure timely delivery.
• Receive and distribute policies, directives, and internal communications from CMOC Group.
• Translate between Chinese and English orally and in writing when required.

Professional Experience

• Bachelor's degree in Finance, Economics, or a related discipline.
• 2 to 3 years of relevant experience, ideally with a commodity trading company, consultancy firm, or Big 4.
• Fluent in English and Chinese, both written and spoken.
• Ability to multitask and work autonomously in a pressurised environment.
• Basic leadership skills with a dedicated and open personality.
• Strong interest in learning across diverse business areas.
• Willingness to travel when needed.

Reporting to the Business Support team, the Business Assistant refines reception experiences, document production workflows, and client meeting coordination for sector teams and priority clients at PwC. Partnering with internal teams across billing preparation and client engagement economics, this role contributes to operational consistency by upskilling colleagues on internal systems and maintaining PwC brand standards across all client-facing outputs.

Job Functions

• Ensure all guests and staff receive an exceptional and professional reception experience.
• Plan and coordinate client and internal meetings including room bookings, video conference support, and catering requirements.
• Coordinate document production through the Internal Service Delivery Centre, adhering to PwC brand standards.
• Guide and upskill teams in using multiple internal systems and supporting best practice.
• Support the wider Business Support teams with billing preparation and client engagement economics.
• Coordinate projects with client engagement for sector teams and priority clients.

Knowledge Skills & Abilities

• Previous experience in an administrative or team assistant role is an advantage.
• Advanced skills in Microsoft Office and Google Suite.
• Ability to learn and understand new systems quickly.
• Strong command of written and spoken English.
• Superb attention to detail.
• Highly organised and resilient, with the ability to plan and prioritise multiple tasks and manage time to meet deadlines in a changing environment.

Sitting at the intersection of sales operations and finance reporting, the Business Assistant oversees day-to-day sales project monitoring, Key Accounts stock reporting, and product data maintenance in close collaboration with the Sales team and senior management. Operating across month-end and quarter-end reporting cycles, customer enquiry handling, and cross-departmental liaison, this role ensures leadership has accurate, timely data to support commercial decisions.

Day-to-Day Responsibilities

• Monitor day-to-day sales project progress and figures in close collaboration with the Sales team.
• Handle customer enquiries and queries, ensuring timely and accurate responses.
• Prepare sales and finance reports for senior management at month-end and quarter-end.
• Maintain product data and pricing information.
• Organise stock for listing sales, packaging, and disposal where necessary.
• Compile and provide weekly and monthly sales reports.
• Prepare Key Accounts stock top-up reports and set up new products.

Minimum Qualifications

• Bachelor's degree in any discipline.
• Relevant working experience is preferred.
• Strong business analysis skills with a good sense of numbers.
• Excellent knowledge of Microsoft Office products.
• Exceptional written and verbal communication skills.
• Good time management and multitasking skills.
• Ability to liaise across departments and meet tight deadlines.
• Ability to work cross-culturally and adapt to different working practices and principles.

A key member of the new business team, the New Business Assistant develops accurate data entry, application processing, and document management for life insurance cases from intake through policy mailing. Collaborating with managers, case managers, and peers across departments, this role ensures the new business process runs with completeness and quality control from beginning to end.

Work Activities

• Enter and edit information about life insurance applications using agency management software.
• Run insurance illustrations using illustration software as needed.
• Follow guidelines and accurately enter required data into the agency management system.
• Communicate with managers, peers, and case managers regarding life insurance applications via email, phone, and other channels.
• Coordinate cross-departmentally within the organisation to support workload and escalation.
• Store and maintain life insurance applications and related documents using secured file storage software.
• Mail life insurance policies to the appropriate recipient with quality control and attention to detail.
• Support a collaborative team environment and contribute to personal growth and development goals.

Qualifications & Experience

• High School Diploma or equivalent required.
• 1 to 3 years of experience in a customer service role.
• Previous experience in a call centre, life insurance, banking, or brokerage environment preferred.
• Life insurance brokerage or financial services industry experience is a plus.
• Relevant licences or certifications are an advantage.
• Aptitude to learn new software quickly.
• Strong data entry skills and ability to work independently in a virtual environment.
• Excellent customer service, communication, and analytical skills with strong organisational ability and self-motivation.

Smooth team operations across onboarding, IT issue escalation, and finance administration depend on the Business Assistant, who oversees employee lifecycle coordination, system licence management, and document formatting for directors, the Executive Assistant, and the wider team. Serving as the first point of contact for technical queries, company policies, and internal reporting, this role enables leadership and interims to focus on client delivery without administrative disruption.

Performance Expectations

• Manage the onboarding and offboarding of employees, coordinating with IT and the EA to ensure equipment is ordered, signed off, or returned.
• Manage the relationship with RND and handle technology-related items and issues, escalating IT issues where needed.
• Provide admin support for interims, including timesheet management, and handle ad-hoc finance and admin tasks.
• Organise internal and corporate gifting activities.
• Maintain the company website by adding new employee profiles and removing leavers.
• Manage system licence invoices and provide cover or handover for the EA and Enablement Manager when required.
• Format documents and PowerPoint presentations and act as the first point of contact for team queries on technical issues, internal reporting, expenses, and company policies.
• Keep the filing system for client terms and conditions, SoWs, and supplier contracts up to date.

Skills & Qualifications

• Minimum 2 years of experience in an administration role.
• Proficient in Microsoft 365 including PowerPoint, Excel, and Word.
• Highly proficient in handling technology and technical issues.
• Excellent organisational skills and ability to adapt to a constantly changing workload.
• Excellent communication and presentation skills, with excellent spoken and written English.
• Kind telephone manner with the ability to interact with busy executives.