Administrative Support Intern (11 month Internship)
Internships ·
Requirements:
A graduate with at least 2 years of professional work experience, ideally in business administration, finance, or operations Qualified in Business Administration or a related discipline Highly organised and detail-oriented, with strong follow-through An excellent communicator who’s comfortable engaging with internal teams and external partners Proactive, eager to learn, and excited to support a busy executive office
Description:
Are you a graduate with a couple of years of professional experience, looking to pivot or grow your career in a dynamic, executive environment? This internship offers a unique opportunity to gain exposure to the world of executive support while developing solid foundations in finance and administration. You’ll work closely with the Executive Assistant and interact with key stakeholders, gaining insight into diary management, CEO-level travel coordination, vendor engagement, event planning, and more. The primary focus of the role is invoice and payment administration. What You’ll Learn & Experience? How a CEO’s office operates behind the sceness Best practices in diary and international travel management Hands-on experience with financial systems such as Coupa, SWIPE, and MyInvoice Practical vendor onboarding and compliance processes Real-world invoice and payment administration Event coordination in a corporate setting Opportunities to collaborate across departments and with external stakeholders Key Responsibilities: Invoice Administration (Primary Focus): Submit invoices via Coupa or SWIPE Coordinate and track invoice approvals Upload approved invoices to MyInvoice Manage urgent payment requests and follow up on proof of payment Respond to invoice-related queries and follow up on outstanding payments Payment Support: Assist with SWIPE payments for Director’s Fees and government or regulatory body expenses Vendor Management: Collect and verify vendor documentation Ensure timely and accurate vendor setup in internal systems Follow up on incomplete or missing information VAT Support: Request corrected or updated invoices from vendors when needed Support resolution of VAT documentation and compliance issues Executive Office & Event Support: Assist the Executive Assistant with diary and travel coordination Organise and coordinate small-scale internal or external events, under the guidance of the Executive Assistant Contribute to ad hoc administrative projects and special tasks as needed Learn how to operate in a high-level, fast-paced executive environment
Company: Swiss Re