Executive Assistant responsibilities:
- Provide daily confidential support to General Manager (GM)
- Manage reporting and communication to the team
- Manage Diary and bookings of GM
- Travel Arrangements
- Support the GM in setting up the townhall, either live or virtually and drive the communication
- Attend and minute important meetings, type up plans and communicate with direct reports
- Scheduling the following regular meetings for GM: monthly 1:1s with Direct Reports, Business Review Meetings etc.
- Updating budget lists and management of compliance paperwork, filing and documenting
- Monitor and screen GM incoming e-mails flagging any that require urgent attention/action
- Prepare advanced PowerPoint presentations & refine for a variety of audiences
- Adhere to standard formats for letters, reports, circulations etc.
- Ensure all filing systems are up to date.
- Complete monthly expense report for GM, also ensuring that financial procedures are followed in relation to purchase orders, etc.
- Provide business critical assistance for GM
- Schedule key meetings and co-ordinate key events
Office Admin responsibilities:
- Supplier relationships and agreements in relation to administrative work (e.g. providing employees with company vehicles and IT equipment, daily necessities such as kitchen supplies, office supplies, relations with building management and shipping companies, etc.)
- All procedures, company policies and vendor agreements regarding company vehicle management and support of employees in company vehicle related matters.
- Recording office expenses and managing the budget
- Following up the Health and Safety activities together with the Occupational Health and Safety Specialist
- Implementation of supplier registration process and maintaining relations with suppliers
- Managing the physical environment of office buildings and ensuring that all relevant compliance policies and legal rules are implemented in the buildings
- Managing lunch, transportation, security and cleaning services in line with legal requirements and in a way that ensures employee needs and satisfaction
- To cooperate with other relevant functions (Finance, Compliance, HR, Sales etc.)
- Providing administrative tasks such as paperwork and storage, cargo, office equipment, purchasing and office maintenance that meet the needs of the organization.
- Taking the necessary actions with the hotel, travel / organization agencies
- Establishing and managing the coordination, management and performance evaluations of external service supplier teams (cleaning, service and security) and communicating with the relevant suppliers
- Supporting the region-based events such as trainings or in-company events
Working conditions / degree of effort and skills:
- A busy office environment, candidate must have superior communication skills and high-energy.
- Candidate must be able to work on own initiative, e.g. creating draft presentations for forthcoming meetings/events.
- Can do attitude a must
- FAST work pace
- Strong organizational skills
- Determination
- Time Management skills
- Numeracy, literacy
- Influencing/Persuading
- Integrity/responsibility
- Ability to work independently
Qualifications / education required:
- Higher Education is preferable
- Advanced skills in Microsoft Office, especially Powerpoint, Word, Excel, Outlook, Teams
- Fluency in English & Russian
Experience required:
- At least 1 year experience in a similar position