Personal Assistant to GM

Reporting to the General Manager you will provide direct administrative support for our team in all administrative matters. Your main responsibilities will include: calendar management, coordination of meetings and travel (domestic/international), preparation of PowerPoint presentations, internal communications, coordination of monthly reports, support to direct reports of GM and general office support to our team.

Серед твоїх сильних сторін

Ми готові тобі довірити:

• ADMIN SUPPORT TO GM

Keep an updated diary for GM including major travel plans Fix appointments for in-house and local meetings Screen calls, invitations and meeting requests Invoices handling Update the calendars on a monthly basis with the travel plans of all the management team Keep track of major colleges/workshops/meetings that will be attended by the team Keep track of very important submission dates (e.g. budget estimates, business plans, etc.) Organise flight details, hotel bookings and travel itinerary Co-ordinate visa requirements and ensure that travel documents are prepared ahead of time Set up meetings in the country of destination and co-ordinate properly the agenda

• DAY TO DAY MATTERS

Organise conferences/workshops/trainings/meetings as specified by the project responsible. Keep the directories updated with contact details of all internal/external people Organise logistics requirements for visiting guests Handle video/telephone conference requirements Co-ordinate approvals of marketing invoices and other documents from the regional office and HQ Database creation and regular update (e.g. visiting cards, cards mailing lists, etc.) Send couriers to different destinations Support General Manager for legal matters

• OFFICE MANAGEMENT

Maintain office properties Liaise with building management and public car park facilities authorities. Co-ordinate with service provides – e.g. telephone, Utilities, renovation, office equipment servicing. Manage and co-ordinate all office management tasks.

• EVENT AND MEETING COORDINATION

Lead the planning and production of all department level activities, including off-sites, workshops and team building events. Coordinate regular and one-off department meetings, develop meeting agendas, and draft and distribute meeting minutes Ad hoc assistance with important events and programs

Твої знання та навички

найважливіше для цієї ролі

• 2+ years of experience as an Administrative Assistant (supporting multiple leaders is a plus)
• 1+ years of experience coordinating events and meetings
• Proficiency in Microsoft Office: Outlook, PowerPoint, Excel and Word
• Project Management experience