Executive Assistant will work to support the regional CEO and leadership team organizes, plans and performs a variety of administrative support duties. The preferred candidate takes initiative to ensure work is done accurately, completely, and in a timely manner. Performs advanced secretarial duties and attends to a variety of matters of business and personal nature for the directors. Understands the objectives of the function & maintains an excellent follow-up system. Provides high-level administrative support to executives and management groups by executing the day-to-day operations of the office. Handles information requests, gathers materials for reports and performs clerical functions such as preparation of correspondence, receives visitors, arranges conference calls, and schedules meetings and diary management. Able to work with minimum supervision and thrive under pressure. Proactive, resourceful, and efficient with high level of professionalism.
WHAT YOUâLL DO
Manages executive's calendar and independently schedules appointments. Screens incoming calls and correspondence and responds independently when possible.
Directs preparation of records such as agenda, notices, and minutes for corporate meetings and all executive meetings.
Arranges complex and detailed travel plans and itineraries, compiles documents for travel-related meetings. Facilitates visaâs and booking as well as logistics.
Re-routes urgent matters for attention in the absence of the Functional Head. Communicates with company senior managers and executives and external stakeholders.
Coordination of the monthly meetings including collating the management packs in advance of the meetings, and taking accurate minutes during the meeting (when required).
Typing, compiling, collating, updating and formatting of documents, spreadsheets and presentations.
Manages events and conferences by arranging for facilities and caterer, issuing information or invitations, coordinating speakers and involvement in budget control.
Can work independently on projects from conception to completion. Organizes and plans logistics (i.e. facility selection, menu planning, transportation arrangements and audio/visual equipment) for company meetings, special events and conferences.
Can negotiate prices where necessary & ensures protocol is followed and in line with compliance
Liaise and co-ordinate with hotels, conference venues for best possible prices and physical visit to new venues to check on suitability and appropriateness.
Synchronize all functional events on functional calendar, coordinate events and promote synergy within leadership team.
Assists the Senior Leadership Team during the development of major projects from commencement to completion. Monitors progress of project activities and assists the Team with documentation when necessary. Schedules status updates and prepares supporting documents. All ad-hoc project administration.
Provide specialized administration functions involving compiling and arranging data, making computations, laying out and preparing reports, processing and coding documents and maintaining specialized and comprehensive records and filing. Prepares reports and resolves discrepancies.
Arranging and making diary entries Arrangements of meetings including all required resources and confirmation of attendance with attendees i.e. Director/s, Managers; Local, International & external parties where applicable. Consultation of all diary entries with director daily to ensure smooth running of same. Advice Managers and Director on how to leverage on different functional events by sharing calendar and maximizing on the events already booked.
Co-ordination and management of visit programs for overseas senior visitorâs airport transfers, inland transfers business and private, accommodation arrangements, meeting arrangements with various parties as required by the visitors, feedback of arrangements to concerned parties. Making sure that all other arrangements are intact always. Including Itinerary and agenda.
Manage & process all purchase requisitions by ensuring that they are properly administered in the system and support the team with monitoring, reconciling and reporting on the status of Purchase Orders and Goods Receipts.
Ensure payment to all vendors & checking that all invoices are in line with our procurement policy.
Manage the liquidation process by reconciling Directors expenses supporting the expense reporting via concur. Monthly reconciliation of corporate card statements for team members
Raising all IT related systems request
Ordering and distributing stationery for the area according to procedures.
Responsible for implementing and maintaining the effectiveness of the Abbott Quality System
Liaising with EEMEA team with regards to meetings, information and documents required.
Overseeing and agreeing contracts and providers for services including security, parking, cleaning, catering, technology etc.
Supervising multi-disciplinary teams of staff including cleaning, maintenance, grounds and security
Ensuring that basic facilities, such as water and heating, are well-maintained
Managing budgets and ensuring cost-effectiveness
Ensuring that facilities meet government regulations and environmental, health and security standards
Advising businesses on increasing energy efficiency and cost-effectiveness on a yearly basis
Overseeing building projects, renovations or refurbishments
Move offices from one building to another and have design input for new building
Drafting reports and making written recommendations
Supervising Facilities Administrator and Receptionist at the office
Ensuring that the offices are Covid-19 ready with Health and Safety team and negotiating prices for Covid-19 stock.
EDUCATION AND EXPERIENCE, YOUâLL BRING
Business Administration Qualification.
A minimum of (5) yearsâ work experience.
Effective in planning and organizing, Project Management and Office Management.
Should be proficient in PowerPoint (advanced), Excel & Word (Intermediate)
Knowledge of SAP /Concur and related
Support all Company initiatives as identified by management and in support of Quality Management Systems (QMS), Environmental Management Systems (EMS), H & S and other regulatory requirements.
Must have strong verbal and written communication, interpersonal, organizational and basic math skills.
Must be able to use discretion and handle sensitive/confidential information.
Experience working in a broad enterprise/cross-division business unit model preferred.
COMPENTENCIES REQUIRED :
Ability to work in a highly matrixed and geographically diverse business environment.
Ability to leverage and/or engage others to accomplish work.
Must be adept at handling multiple assignments (multi-tasking and prioritizing) to ensure completion in a timely manner while meeting assigned deadlines.
Must be able to maintain a high degree of confidentiality and professionalism.
Must be able to conform to all internal and standard company procedures