MISION:
Taking ownership of the role as asisstant and to act, at all times, in a courteous, professional and confidential manner. Use own initiative in taking work forward and flagging items.
MAIN DUTIES:
• Daily Management / Meetings – scheduling meetings/briefings, bringing forward relevant papers, booking meeting rooms, skype, bridges, telepresence and arranging hospitality.
• Meeting Preparation – proactively co-ordinating and understanding. Preparing briefing documents to ensure that Directors are fully prepared/briefed in advance of meetings. Ensuring adequate preparation/re time is scheduled.
• Correspondence - effectively managing post, e-mails, arranging couriers, exercising judgment in circulating information within the team and ensuring issues are followed to a satisfactory completion. Responsibility for following up on e-mail correspondence requiring action or reply and to note dates for required action as necessary. Providing updates on issues which happen in his absence.
• Travel Arrangements – organizing travel and accommodation arrangements in line with the company travel and security policies, including arranging meeting facilities off site if required. Collating and processing travel expense claims.
• General Administration – managing and drafting correspondence as directed.
• Customer and Supplier Support – receiving enquiries/complaints and using judgment to deal with them efficiently and appropriately ensuring they are followed to a satisfactory conclusion.
• Invoices – processing invoices including creating new suppliers, receipting purchase orders and sending off invoices and following up for payment.
• Travel & Accommodation and Suppliers costs tracking – Keep up to date records of department spend for travel and third party services and supplies.
• Computing: Operation of Microsoft Word/PowerPoint/Excel/Outlook/Inter/Intranet to advanced standard of speed, accuracy and layout - letters, memos, tables, presentation slides, general word processing.
• Document Preparation – occasional mending, formatting, binding and engrossing documents, scanning and photocopying, occasional audio dictation and copy typing.
• Team Support – provide basic/general administrative support to line managers of the team
• Personal - Dealing with personal arrangement for supported directors as required
SPECIFIL SKILLS:
• Be highly proactive, with a very positive attitude
• Have a strong sense of initiative and ability to work unsupervised.
• Be keen to manage a busy and varied workload, with good time management
• Have the ability to work under pressure and multi-task.
• Demonstrate a high level of attention to details.
• Possess strong analytical skills and organizational skills with excellent file management ability.
• Be focused on continually improving quality of output produced.
• Have high-level IT literacy – particularly use of all Microsoft Office suite of applications.
• Be willing to work flexibly outside normal working hours
Minimum required years of experience: At least 5/8 years
Expertise/Functional Area: Similar functions
• Reporting to Board or Senior Management level.
• Fluency in Spanish and English.
Job Segment:
Administrative Assistant, Pre-Sales, Administrative, Sales
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