Background information about the job or company

At Stratostaff we design, implement and manage workforce solutions for large, specialized or routine staff complements giving you the opportunity to focus on your core business.

Responsibilities or duties

Provide clerical, administrative, and calendar support to L&C Directors across multiple time zones.

Manage travel arrangements, including booking accommodations, ground transport, and processing travel visas and immunizations for L&C Directors.

Support other L&C team members with travel needs.

Prepare and submit expense reports for L&C Directors, ensuring accurate coding in line with organizational policies.

Track and submit invoices for payment, ensuring accurate coding and proper handling of all invoices.

Complete contract request forms for various contract types and work with the Finance Business Partner to track, verify, and maintain the L&C contracts schedule, including fee schedules and expiry timelines, ensuring timely amendments and renewals.

Support budget preparation and quarterly forecasting, including gathering relevant inputs, preparing templates and conducting high level analysis.

Prepare and maintain an annual calendar of activities for the L&C team, ensuring it is up- to-date and accessible for planning purposes.

Handle sensitive and confidential matters related to the department’s daily activities.

Liaise with other departments on administrative matters.

Maintain file management and record-keeping systems, ensuring efficient organization of electronic and paper files, regular updates of internal documentation, SharePoint sites, and databases.

Manage relationships with vendors providing knowledge management and filing services.

Document and maintain records of team processes, lessons learned, and operational templates.

Identify opportunities to streamline team operational processes, enhance operational efficiency, and implement best practices

Coordinate and manage logistics for L&C team meetings, events, training sessions, and retreats, including scheduling, itinerary and/or agenda preparation, venue bookings, and document preparation.

Lead planning and coordinate facilitation of team huddles and engagement activities, including tracking and follow up on action items from engagements through to completion.

Assist L&C People Leaders with onboarding new team members, ensuring a smooth transition into the team.

Assist in the planning, implementation and tracking of special projects and other support tasks as may be assigned from time to time.

Build and maintain relationships with internal staff and external stakeholders.

Provide backup support to Executive Assistant, Canada Team Coordinator and other admin staff across the client office as needed

Qualifications or requirements

Academic and Professional Qualifications:

Diploma in relevant field/O Level Certificate/Certificate in relevant field

Experience needed

Experience:

Administrative support experience, preferably within a legal or compliance environment.

Experience with budget preparation and expense reporting.

Any other provided details

High level of integrity, discretion, and professionalism in handling sensitive information.

Detail-oriented with a proactive approach and a strong sense of ownership in tasks.

Flexible, adaptable, and capable of executing a range of job duties and adjusting to changing priorities.

Demonstrates professional maturity, cultural sensitivity, and impeccable integrity that align with the clients’ values.

Demonstrate a commitment to Mastercard Foundation’s values and vision.

• Provide clerical, administrative, and calendar support to L&C Directors across multiple time zones.
• Manage travel arrangements, including booking accommodations, ground transport, and processing travel visas and immunizations for L&C Directors.
• Support other L&C team members with travel needs.
• Prepare and submit expense reports for L&C Directors, ensuring accurate coding in line with organizational policies.
• Track and submit invoices for payment, ensuring accurate coding and proper handling of all invoices.
• Complete contract request forms for various contract types and work with the Finance Business Partner to track, verify, and maintain the L&C contracts schedule, including fee schedules and expiry timelines, ensuring timely amendments and renewals.
• Support budget preparation and quarterly forecasting, including gathering relevant inputs, preparing templates and conducting high level analysis.
• Prepare and maintain an annual calendar of activities for the L&C team, ensuring it is up- to-date and accessible for planning purposes.
• Handle sensitive and confidential matters related to the department’s daily activities.
• Liaise with other departments on administrative matters.
• Maintain file management and record-keeping systems, ensuring efficient organization of electronic and paper files, regular updates of internal documentation, SharePoint sites, and databases.
• Manage relationships with vendors providing knowledge management and filing services.
• Document and maintain records of team processes, lessons learned, and operational templates.
• Identify opportunities to streamline team operational processes, enhance operational efficiency, and implement best practices
• Coordinate and manage logistics for L&C team meetings, events, training sessions, and retreats, including scheduling, itinerary and/or agenda preparation, venue bookings, and document preparation.
• Lead planning and coordinate facilitation of team huddles and engagement activities, including tracking and follow up on action items from engagements through to completion.
• Assist L&C People Leaders with onboarding new team members, ensuring a smooth transition into the team.
• Assist in the planning, implementation and tracking of special projects and other support tasks as may be assigned from time to time.
• Build and maintain relationships with internal staff and external stakeholders.
• Provide backup support to Executive Assistant, Canada Team Coordinator and other admin staff across the client office as needed

• Administrative support
• Travel arrangements
• Expense reporting
• Invoice processing
• Contract management
• Budget preparation
• Forecasting
• Calendar management
• File management
• Record-keeping
• Vendor management
• Process improvement
• Event coordination
• Onboarding support
• Relationship building
• Integrity
• Discretion
• Professionalism
• Detail-oriented
• Proactive approach
• Sense of ownership
• Flexibility
• Adaptability
• Professional maturity
• Cultural sensitivity

• Diploma in relevant field/O Level Certificate/Certificate in relevant field
• Administrative support experience, preferably within a legal or compliance environment.
• Experience with budget preparation and expense reporting.
• High level of integrity, discretion, and professionalism in handling sensitive information.
• Detail-oriented with a proactive approach and a strong sense of ownership in tasks.
• Flexible, adaptable, and capable of executing a range of job duties and adjusting to changing priorities.
• Demonstrates professional maturity, cultural sensitivity, and impeccable integrity that align with the clients’ values.
• Demonstrate a commitment to Mastercard Foundation’s values and vision.