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Job Description
Purpose Of The Role
- Supports the Financial & Administration Manager to make the best use of his time by being proactive in dealing with secretarial and administrative activities.
- She/he needs to know extensive knowledge of the organization. Knowing the key personnel (internal and external) and understand the organization aims and objectives.
Her/his key responsibilities and tasks are as follow:
Diary Management
- Organizing, prioritizing and maintaining diaries and making appointments including the capturing of routine appointments
- Ensuring all necessary information has been captured within the appointment. (For example, venue, purpose of meeting, invitees, maps and briefing papers if necessary, etc.)
Meetings
- Organizing meetings and ensuring all necessary information for the meeting has been captured on the invite
- Ensure that the Financial & Administration Manager is well prepared for all meetings, and been informed if any particular preparation is required enough time prior to the meetings.
- Meeting preparation. To include: analysis of agenda and the Minutes/Actions of previous meetings and preparation/collation of the relevant presentation material, coordinating input from attendees and producing hand-out packs where necessary
- Provide support to meetings with respect to taking informal notes or formal minutes and progressing actions
- Provide an information pack where necessary for each meeting. Including minutes/actions from last meeting, copy of presentations, etc.
Travel
- Arrange travel and accommodation for the Financial & Administration Manager and his special guests (in case exists)
- Provide travel pack to the Financial & Administration Manager prior to travel including itinerary, maps, contact numbers and any other supporting information
Hosting Visitors
- Meeting and greeting visitors at all levels of seniority
- Ensure all necessary arrangements for the visit and site security rules are observed
- Providing support throughout the visit ensuring the visit runs smoothly and any issues are dealt with in a timely manner
Data Management
- Dealing with incoming email and post. Screening of junk mail
- Devising and maintaining office systems, including data management, filing (hard and soft) etc.
- Maintaining task list for the Financial & Administration Manager and allocating diary time for resolution of tasks.
- Producing PowerPoint presentations, documents, briefing papers and reports when necessary
Other Tasks
- Organize and expedite the flow of work through the senior team; anticipate the administrative needs of the office and proactively develop relationships and systems to ensure optimum performance
- Screening telephone calls, inquiries and requests, and handling when/as appropriate
- Carrying out specific projects and research
- Building relationships and liaising with Clients, and staff,
Job Requirements
Skills & Qualifications
- Bsc in Engineering preferably, or any other discipline
- Fluency in English
- Awareness of the company’s vision and goals and of the department’s processes and procedures
- Solid IT skills are required, particularly Word, Excel and PowerPoint. Accuracy, speed, pro-activity and an ability to ‘get things done’ are vital.
- Demonstrates business awareness, excellent communication skills (verbal and written) and ability to interact effectively, courteously and professionally both within internal and external customer communities
- Able to prioritize workload and complete work within agreed timescales to outstanding quality requiring minimal rework/no rework
- Self-motivated and enthusiastic
- Have outstanding organization skills. Ability to meet stretch deadlines and demands of the team. To be proactive in finding solutions to problems
- Ability to ‘think on feet’ and make last minute decisions working within pressurized situations
- Able to deal with people at all levels of the organization
- Handles confidential and sensitive information in a discrete and controlled manner
- Effective personal organization and an ability to remain composed and focused under pressure
Experience
- 8+ years of experience as a PA to a C Level or equivalent in a busy industry