Overview

The Executive Assistant will provide a full range of administrative support and office coordination responsibilities. The employee must be detail oriented; have a professional demeanour; strong organizational skills and ability to manage multiple tasks and priorities in a fast-paced environment. The ability to display a high level of discretion and confidentiality is essential at all times.

Responsibilities

• Provide general administrative support to the Human Resources team.
• Schedule requested on-site/off-site meetings, conference/video calls and organise catering as required.
• Attendance at meetings which requires preparation of agendas, collation of monthly reports and the taking of accurate minutes.
• Prepare and coordinate new employee induction schedules. Maintain induction materials and prepare packs for HR team.
• Ensure all personnel filing is filed accurately at all times and regular audits are carried out annually for compliance
• Maintain department specific contacts (customers, vendors, contractors…etc)
• General document management (filing, faxing, scanning, printing…etc).
• Draft letters, memos and emails as required.
• Proof-read emails, memos and reports for spelling and grammar as requested.
• Maintain a variety of reports as directed.
• Compiling department specific materials and collateral as needed.
• Special administrative projects as requested.
• Weekly tracking and recording of assigned staff locations.
• Raising purchase orders and seek authorization appropriately.
• Tracking team travel, timesheets and the approval of invoices.
• Reception cover for full time receptionist during lunch breaks, approx. 1 hour per week (shared with rest of the Administrative Services Group).
• Provide flexible cover for other administrative staff when requested.
• Phone coverage (screen and route) for assigned departmental personnel.
• Provide assistance to the Director and HR Manager with ad hoc requests and special projects as required.

Qualifications

• Previous PA experience in an international company preferable.
• Proven ability to work in a high volume, fast-paced environment.
• Ability to communicate effectively and sensitively whether via verbal or written communications with all levels of the organization.
• Possess high level of organization skills, flexibility, and strong attention to detail.
• Good proofreading and grammatical skills.
• Ability to remain calm whilst working under pressure and show initiative.
• A highly reliable, personable, energetic, professional attitude; willingness to do whatever it takes to get the job done correctly and on time.
• Must demonstrate discretion and respect confidentiality at all times.
• Advanced knowledge of Word, PowerPoint and Excel is required.
• Good working knowledge of MS SharePoint, Visio, Project and Concur is advantageous.