Sr. Assistance

Primary responsibilities

Acting as an owner and the first point of contact to coordinate tasks and admin activities for the Managing Director and/or Director including:
• Co-ordinate calendars / schedules to ensure effective time management and prioritization of engagements where necessary
• Own the setup of meetings across multiple time zones, booking rooms and coordinating catering so that events run without disruption
• Working with the Site Lead Assistant to co-ordinate and oversee site-wide events
• Prepare materials for internal and external mandates e.g. presentations, spreadsheets, management reports, agendas to a professional standard, maintaining attention to detail
• Provide administrative support for project work and ad hoc activities, including division specific tasks (e g on-boarding, space planning)
• Establish trust to be able to handle sensitive telephone and email correspondence
• Cover for other assistants for holiday/sickness
• Screen telephone calls, pass on messages
• Actively share knowledge with fellow Assistants and foster support culture across divisions and provide cover when other team assistants are out of office
• Works with other Assistants where necessary to ensure support needs are covered eg short-term absence
• Supporting and coordinating with Team Lead Assistant with onboarding and offboarding process for joiners and leavers to the team, including email communications, IT set up, drive access, advising on asset collection and return
• Managing team email distribution lists, update joiners and leavers and conduct periodic recertification in coordination with Team Lead Assistant
• Document Archiving
• Implement best practices

Job Requirements
• Excellent verbal and written communication skills. Ability to converse clearly with regional and global employees
• Highly organised individual and an excellent planner with attention to detail
• Experience of working in multi-tasking, timeliness and quality focussed environments
• Good organisational skills and the ability to prioritise heavy workloads to ensure optimum service delivery, demonstrating flexibility when handling multiple tasks
• Ability to work well under pressure in a fast-paced environment
• Excellent computer skills (MS Office) including email applications
• Ability to work well in virtual teams in matrix organisations
• Flexible, reliable and adaptable with a positive approach
• Able to proactively initiate, develop, and maintain effective working relationships with team members including stakeholders, demonstrating the ability to cooperate with a variety of people
• The ability to anticipate needs and act independently
• Ability to handle confidential information and use discretion around sensitive management issues

Education – Bachelor’s degree level (Business Administration) or equivalent qualification