ROLES AND RESPONSILBILITIES
· Manage complex
global travel arrangements, including booking flights, accommodations, and
ground transport, and ensuring the required travel documentation (visas,
immunizations) is in place, in collaboration with the travel team and office
coordinators.
· Prepare and submit
expense reports for the executives, ensuring accuracy and compliance with
organizational policies and assisting with budget preparation, forecasting, and
financial management processes.
· Organize and
maintain accurate documentation related to the function, including reports and
key functional documents, and support operational budgeting and forecasting.
· Compose routine
correspondence, identify necessary communications, and collaborate with Public
Affairs & Communications teams to manage internal and external
communications.
· Coordinate events,
retreats, and meetings for the department in collaboration with the Public
Affairs & Communications team.
· Ensure effective
distribution of correspondence across teams, monitor emails, and manage shared
databases, network drives, and SharePoint sites to ensure easy access and
secure storage of relevant documents.
· Provide backup
support to other executive assistants as needed and contribute to team
projects, key initiatives, and strategic projects, demonstrating flexibility
and responsiveness to emerging needs.
· A college diploma
or University degree is required.
· Minimum 3 years of
experience in an Administrative Assistant role in a fast-paced environment.
Local experience preferred.
· Familiarity with
managing scheduling and document management tools (e.g., Microsoft Office,
SharePoint).
· Experience in
organizing and supporting team events.
· Excellent
prioritization, time management skills & follow through.
· Excellent
Organizational skills and able to manage multiple tasks in a fast-paced
environment
· Excellent
interpersonal skills, exhibiting grace under pressure.
· Strong
communication skills in English; written and spoken,
· Proficient in MS
Office applications (PowerPoint, Word, Excel, Office 365 and SharePoint).
· detail-oriented
with a demonstrated ability to consistently and effectively produce high
quality work.
· Able to work
independently with little direction or supervision and possess ability to
coordinate and manage multiple projects.
· High Integrity and
able to work across various cultures
· Ability to handle
sensitive information with professionalism and discretion.
· Proactive
in identifying and addressing challenges that may arise in scheduling,
logistics, and communication.