Административный ассистент

The Assistant provides support to the Director General (DG) in all aspects of his/her work; to guarantee a smooth, efficient and effectively run office.

Assistant is the first point of contact for the DG’s Office for both internal and outside enquiries.

The role therefore requires excellent multicultural communication and inter-personal skills and an  verview of the workings of the entire company.

The Executive Assistant is expected to handle sensitive and confidential information and demonstrate the highest levels of integrity and discretion.

Assistant reports to the General director and is expected to work in close coordination and seamlessly with the Facility Manager.

MAIN DUTIES AND RESPONSIBILITIES

• Provides administrative support, coordination and oversight to the Director General (DG) office,
• Setting work priorities and ensuring deadlines are met;
• Serves as the first point of contact for the DG for internal and external parties;
• Manages the DG’s daily schedule and office task list;
• Arranges the DG’s meetings, ensuring agenda and documentation are made available and distributed in a timely manner;
• Ensures the highest level of discretion, judgment, and diplomacy in providing a wide range of assistant support; sets priorities;
• Manages the workflow in an efficient and organized manner;
• On a needs basis, acts as rapporteur and prepares and distribute updates;
• Monitors follow-up actions as required;
• Undertakes and effectively organizes the DG’s participation in all manner of events related to his work and partnerships (working lunches and dinners; high-level meetings; receptions; conferences; etc.);
• Makes logistical arrangements for internal and external meetings convened by the DG or ELT group members;
• Is responsible for the DG’s and ELT members travel arrangements (transportation, visa, accommodation);
• Gives support to the business units in booking of accommodation, travel upon relevant request from the head of the department;
• Supports organizing corporate events, trainings, staff-meetings in terms of accommodation, conference booking, etc.
• Drafts letters as requested by DG;
• Keep register of outgoing and incoming correspondence, its’ follow up and receiving by the correct recipient;
• Keeps proper record on DG’s orders and decrees as per legal requirements
• Maintains the filing system, archives and ensures the documents are stored in accordance with the legal requirements;
• Prepares payment requests;
• Reports DG’s expenses to the head office;
• Provides general support to the ELT team;
• Prepares informal translations from/to English if required;
• Maintains supplies and ensures maintenance of office equipment, furniture, equipage;
• Works collaboratively with the Facility manager, for coordination of maintenance works required for the office;
• Insures availability of items necessary for the office functioning (potable water, tea, coffee, milk, kitchen dishes & glasses etc.)
• Other duties as may be required.
• Coordinates post-mailing contractor work: receiving, sending mails.
• SELECTION CRITERIA

Minimum Education / Experience and Skills:

• Undergraduate degree or graduate with at least three years relevant administrative experience, of which at least two years should be Assistant positions.
• Excellence in communication (written and spoken) in English and Russian including the ability to draft letters in English and translate materials from English to Ukrainian and vise-versa.
• Effective analytical, research and problem-solving skills.
• Excellent interpersonal skills, flexibility, and ability to work in a team-oriented multi-cultural environment, with staff at all levels.
• Extensive and diverse experience within international organizations, with an in-depth knowledge of processes, technologies, policies, and procedures, particularly with regard to corporate workflows, internal coordination and administration functions.
• Experience working with/in more than one sector (private, non-government, international), with experience with/in international company considered an asset.
• Demonstrated ability to function under time pressure and to handle multiple tasks.
• Proactive attitude, a self-motived, outstanding interpersonal skills.
• High level of adaptability, resourcefulness and initiative.
• REQUIREMENTS:
• Technology and systems knowledge - Has advanced proficiency of latest technology relevant to assigned duties.
• ERP system knowledge (1C) is an advantage
• Demonstrates continued learning attitude.
• Team player - Provides guidance and support to the team
• Effective personal relations and communications - Collaborate with the business units and numerous locations teams, maintains cordial working relationships and internal /external communications.
• Office Administration - Able to take responsibility for all aspects of planning, organization, coordination, and improvement of the administrative work.