Executive Assistant

The successful candidate provides high-level administrative support to the General Manager and Leadership Team and handles matters with strict confidentiality and meets short deadlines. Focus of work may vary based on individual needs of the manger and functional area. The candidate will have a sincere interest in the business, possess excellent administrative, analytical, relational and customer service skills, value attention to details, and be able to handle variety of activities and tasks. The office environment is highly professional and fast paced, requiring quality work and individual initiatives.

Responsibilities:

• Conserves General Managers time coordinating requests and responses internally and externally; acts as a liaison between the manager and other leaders, employees, external clients and vendors
• Control and handle diaries that changes often and requires coordination and sensitivity, screens requests for meetings.
• Plans, organizes, and schedules meetings and events with individuals or large groups. Coordinate logistics for customer site visits which includes catering, tours, conference room/technology set up, and greeting customers.
• Researches and recommends meeting location options; coordinates contract and logistics, selects caterers, orders food and drinks, and oversees set-up for meetings.
• Provide cost effective, efficient travel itineraries within Europe and internationally, changes travel schedules, flights, hotels, and rental cars during normal business hours and off-hours as needed.
• Screens incoming calls and correspondence and responds independently when appropriate.
• Provides administration services and covers the reception, if needed, to support the day-to-day business.
• Prepares documents, meeting agendas, meeting minutes, PowerPoint presentation for client and management meetings, and spreadsheets for approval.
• Lead corporate, local and employee communications, company intranet, organization of events, workshops, staff council meetings and new starter meetings and motivate and drive site employee activities.
• Develop and maintain job guides for the roles/task to ensure work can be covered in post holders’ absence.
• Responsible for Line Management of the Administration Team operating within the guidelines
• Demonstrate Role Model Leadership in line with the Role Model Leader Competencies.
• To undertake any other duties appropriate to the nature of the role.

Experience / Skills

• Typically requires a minimum of 5 years of administrative support expierence to Senior Management in a fast-paced environment.
• People and office management.
• Good organization and effective verbal communication skills at all levels.
• Strong attention to detail and work accuracy.
• Able to prioritize workload, work to deadlines and ensure that others deliver on time.
• Flexible to meet changing priorities and business needs.
• Advanced proficiency in Microsoft Outlook, Word, Excel, and PowerPoint.

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